Document Control and Bid Administration Support

Phoenix Industrial is seeking a Document Control Support team member to join our Nisku operations.

This position will provide document control and administrative support across the Phoenix Industrial Group of Companies in Nisku, while also assisting with bid administration, estimating support, project documentation, and other duties as required.

This is a hands-on support role suited to someone who is highly organized, detail-oriented, comfortable working with multiple departments, and able to manage changing priorities in a fast-paced industrial environment.

This position will support Phoenix Industrial Group of Companies operations at multiple Nisku facilities and may require travel between the local facilities as operational needs require.

Who We Are

Phoenix Industrial is an Alberta-based industrial contractor with more than 25 years of experience in fabrication, construction, and maintenance across the energy sector.

Based in Nisku, Alberta, our operations support module fabrication, structural steel assembly, pressure piping, and field construction projects for some of Western Canada's largest industrial developments.

What We Offer

• Competitive compensation based on experience
• Employee Assistance Program (EAP)
• Opportunities for continued growth and development
• Exposure to multiple areas of industrial construction, fabrication, estimating, and project support
• A safety-focused and team-oriented work environment

Key Responsibilities

Document Control & Operations Support

• Provide day-to-day document control support for the Phoenix Industrial Group of Companies in Nisku
• Receive, register, organize, distribute, and maintain project and operational documentation
• Maintain accurate document registers, revision logs, transmittal records, and controlled document tracking systems
• Ensure current revisions of drawings, specifications, procedures, work packages, and technical documents are available to the appropriate teams
• Assist with the receipt, review, distribution, revision control, and archival of project records
• Generate, track, and distribute transmittals, document submissions, and revision packages
• Support the flow of documentation between fabrication, project management, quality, construction, estimating, vendors, clients, and other stakeholders
• Maintain electronic project files and SharePoint records in accordance with company document control procedures
• Monitor outstanding documentation and follow up with stakeholders as required
• Assist with organizing and compiling project records, close-out documentation, and turnover packages
• Maintain the confidentiality, accuracy, and integrity of company and project information

Bid Administration & Estimating Support

• Assist the Estimating department with the administration and organization of bid opportunities
• Receive and organize Request for Proposal (RFP), Request for Quotation (RFQ), and other bid-related documentation
• Assist with establishing and maintaining bid files and supporting documentation
• Track bid information, submission requirements, addenda, correspondence, and due dates
• Assist with bid acknowledgements, document distribution, and administrative correspondence
• Support the preparation, organization, and submission of bid documentation
• Maintain accurate records of bid-related communications and documentation
• Coordinate with Estimating and other departments to ensure required information is received and distributed in a timely manner

General Support

• Provide administrative and document support to operational departments as workload and priorities require
• Assist with special projects, records organization, data entry, reporting, and document cleanup initiatives
• Work collaboratively with employees across Phoenix Industrial Group of Companies
• Perform other document control, project support, estimating support, and administrative duties as required

Qualifications

• Previous experience in Document Control, Project Administration, Bid Administration, Estimating Administration, QA/QC Administration, or a related support role is preferred
• Experience supporting industrial construction, fabrication, oil and gas, petrochemical, energy, or major capital projects is considered an asset
• Proficiency with Microsoft SharePoint and electronic document management systems is considered a strong asset
• Strong working knowledge of Microsoft Office applications, particularly Excel, Word, and Outlook
• Experience with Adobe Acrobat and/or Bluebeam is considered an asset
• Understanding of document control principles including revision management, document registers, transmittals, controlled documents, and records retention
• Experience working with drawings, specifications, project correspondence, RFIs, change documentation, quality records, or turnover documentation is considered an asset
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent attention to detail and a demonstrated ability to maintain accurate records
• Strong written and verbal communication skills
• Comfortable communicating and coordinating with multiple departments, project teams, vendors, and other stakeholders
• Self-motivated and capable of working independently while contributing to a team environment
• Ability to adapt to changing priorities and provide support where required
• Ability to exercise discretion and maintain confidentiality when handling company, project, and bid information
• Commitment to workplace safety and adherence to company policies and procedures

Interested in Joining Our Team?

Submit your resume to be considered for this opportunity. Qualified applicants will be contacted to discuss their experience and suitability for the position.

Employment Equity

Phoenix Industrial is committed to fostering an inclusive and respectful workplace. We welcome applications from all qualified individuals and provide equal employment opportunities without regard to race, colour, religion, sex, age, national origin, disability, sexual orientation, gender identity, veteran status, or any other protected characteristic.

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person