Document Control Clerk

Responsibilities

• Monitor, handle and track incoming and outgoing electronic documents between the project teams, vendors, consultants and contractors in a timely manner.
• Organize and maintain all documents and records, including drawings, RFI’s, authority submissions, change orders and design review requests.
• Record, circulate and monitor all drawings/documents received from the internal and external parties
• Assign and maintain document numbering as per standards.
• Transmit, receive, record and distribute correspondence and documentation according to established procedures
• Perform document/file migrations when needed.
• Liaise with and distribute project related information with all levels of the project team and potentially external parties
• Perform administration and updating of project team sites on SharePoint as needed.
• Prepare ad-hoc reports on projects when required and perform other clerical duties as assigned.
• Distribution of documents to relevant people/organization.
• Conduct work in a manner that prevents injuries and incidents, and contributes to FortisBC’s Target Zero Mission. Maintain knowledge and understanding of safety policies, practices and procedures. Lead by example by putting safety first at all times.
• Performs duties of a minor nature related to the above duties which do not affect the rating of the job.

Requirements

• High school graduation including courses in business communications and office practices.
• Eighteen (18) months experience working with Electronic Document Management Systems (EDMS), such as Aconex, On Track, SharePoint, Live link etc. in Document Control in a Capital Project environment.
• Knowledge in filing structures, EDMS and / SharePoint structures, relational databases in multiple projects in and Document Management work processes.
• Basic level knowledge of Engineering, Procurement, Construction, Project Management and Project Control terminology.
• Proficiency in Microsoft Office, Excel, and Word. Familiarity with PowerPoint and Visio applications. Proficient in use of Internet Explorer and ability to demonstrate internet research skills.
• Highly-developed English language skills. Demonstrated ability to compose correspondence coherently, without spelling or grammatical errors.
• Sound knowledge of basic office procedures, office equipment (e.g. fax machines, photocopiers, computers), and office systems (e.g. mail and communications systems).
• Ability to work under pressure, prioritize, problem-solve, and manage high volumes of work within specific deadlines.
• Ability to focus and concentrate on details for long periods of time while maintaining accuracy.
• Ability to perform with minimum supervision and be responsible. Must be tactful, discrete and respectful of confidential information. Must conduct self with peers, suppliers, and customers in a courteous and professional manner.
• Must be a strong participant in a team environment and work independently as a project team member.