Document Controller – TTC Secondment

Company Description

At AECOM, we’re delivering a better world.

We believe infrastructure creates opportunity for everyone. Whether it’s improving your commute, keeping the lights on, providing access to clean water or transforming skylines, our work helps people and communities thrive.

Our clients trust us to bring together the best people, ideas, technical expertise and digital solutions to our work in transportation, buildings, water, the environment and new energy. We’re one global team – 47,000 strong – driven by a common purpose to deliver a better world.

Here, you will have freedom to grow in a world of opportunity.

We will give you the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

We will encourage you to grow and develop your career with us through our technical and professional development programs and diverse career opportunities. We believe in leadership at all levels. No matter where you sit in the organization you can make a lasting impact on the projects you work on, the teams and committees you join and our business.

We offer competitive pay and benefits, well-being programs to support you and your family, and the development resources you need to advance your career.

When you join us, you will connect and collaborate with a global network of experts – planners, designers, engineers, scientists, consultants, program and construction managers – leading the change toward a more sustainable and equitable future. Join us and let’s get started.

Job Description

AECOM is in need of a Document Controller to work with our client TTC on some of their high-profile public Transit projects.

The job incumbent will be offered a regular, full-time position with AECOM and work on secondment to TTC. Candidate will report for work at the TTC office located at 5160 Yonge Street two days from the office for the length of the secondment.

After the secondment is compete, the employee will return to AECOM to be re-assigned to another project. The home office for the employee at that time can be either the AECOM Markham or Whitby office (with work from home options available also.)

Major Responsibilities:

• Perform document control activities with goal for project information to be accurate, controlled, transmitted, managed and archived in accordance with established policies, procedures and project requirements

• Set-up and file project documents and records into the SharePoint Electronic Document Management System (EDMS)

• Manage registrations, revision control issue and receipt of controlled documents including external transmittals received from consultants and contractors

• Interface with project team to coordinate the control of documentation

• Actively participate in the development and maintenance of the Electronic Document Management System (EDMS) structure with regards to projects’ records lifecycle from reviewing, storing, updating, archiving and distributing such records

• Monitor and check integrity of electronic document/records management system and hardcopy filing by checking metadata, quality, user access and retention schedule in accordance with established procedures

• Conduct quality control checks of incoming/outgoing documents/records/technical drawings, before filing and distribution to confirm appropriate controls are applied (e.g. drawing and document number, revision number, document status, review status & document type)

• Carry out requests in a timely manner for printing, scanning and distribution of project documents such as tender documents, Issued for Bid (IFB), Issued for Construction (IFC), addenda and building permit documentation

• Review documents and confirm approvals for official documents prior to finalizing printing and mass distribution arrangements

• Arrange for the printing, scanning and distribution of contract documents including tender documents, issued for construction, addenda and building permit documentation

• Support in developing, organizing and conducting workshops and training sessions related to Document Control processes to TEA/MP staff

• Assist in development of plans, procedures, work instructions and guidelines specific to MP and TEA departments to ensure consistent and efficient document control processes

• Assist in the audit of the document management system that covers collecting, processing, storing, retrieving and protecting TEA/MP records and documents, user access and records retention schedule in accordance with established procedures

• Respond to requests for search of documents and records in a timely manner

Qualification

• Completion of a diploma in a related discipline or a combination of education, training and experience deemed equivalent

• 4-6 years experience with document management and control processes, working with SharePoint Electronic Document Management System (EDMS) or equivalent, preferably in an engineering, construction or Project Management field

• Organizational and coordination skills to establish and monitor compliance with Document Control Management System

• Knowledge of project documentation and engineering terminology

Qualifications

Minimum Qualifications:

In order to be considered for the position, candidates must possess, at a minimum:

• University Degree in a related discipline + no less than 4 (four) years experience in document management and control processes, working with SharePoint Electronic Document Management System (EDMS) or equivalent, preferably in an engineering, construction or Project Management field

Equivalent combination of education, training and experience may be considered.

Preferred Qualifications:

• Organizational and coordination skills to establish and monitor compliance with Document Control Management System

• Knowledge of project documentation and engineering terminology

Additional Information

• Relocation is not available for this position.

• Sponsorship for Canadian employment authorization is not available for this position.

• Offered rate of compensation will be based on individual education, qualifications, experience, and work location. Salary range for this position is: $67,000 – $120,000 .

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $13.1 billion in fiscal year 2022. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation and benefits programs to meet the diverse needs of our employees and their families. We also provide a robust global well-being program. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.

ReqID: REF24772N

Business Line: Architecture

Business Group: DCS

Strategic Business Unit: Canada

Career Area: Administration

Work Location Model: Hybrid