Document Controller/Administrative Professional

  COMPANY OVERVIEW

Arctic Arrow is a Canadian owned and operated company specializing in powerline transmission , distribution , and underground cable work. We offer exemplary construction and maintenance services in the power utility sector across Canada.

As we continue to grow, Arctic Arrow is offering this exciting opportunity for a Document Controller to work out of our Head Office in Abbottsford.

Requirements

Document Control Processes and Procedures

• Support the development, standardization, and operational execution of document control (DC) processes and procedures
• Provide training and support to stakeholders on document control processes and procedures

Document Controls Operations

• Ensure that all project documentation submitted to the company document control system by project team members is correctly coded and filed in a timely manner
• Ensure quality of information contained in the company document control system
• Ensure documents are correctly and completely coded with the appropriate metadata
• Ensure documents presented in M-Files are the most current version
• Prevent document duplication
• Identify and report deficiencies and/or problems with the company document management system
• Assist team members with locating documents, answering document control related questions, and resolving service issues in a timely and professional manner
• Manage formal communications transmittals with external stakeholders
• Provide front-line system user support and training
• Identify and communicate any issues impacting the delivery of a successful Document Controls program
• Maintain professional, industry, and organizational knowledge to serve as subject matter expert and act as point of contact for all DC services
• Stay current with changing technologies and external business practices, and evaluate their possible use at Arctic Arrow
• File estimates and related correspondence in M-Files
• Receive and manage Purchase Orders in M-Files, including:

1. Saving incoming emails and supporting documents as an Incoming Transmittal
2. Attaching and routing the supporting estimate or COR (change order request) to the appropriate reviewer for sign-off
3. Filing the signed/accepted Purchase Orders and returning them to client as an Outgoing Transmittal

Document Control Certificate of Insurance

• Work with Insurance Brokers to obtain any necessary Insurance Certificates
• Aid in annual renewal process
• Upload and maintain compliance information on various sites (Avetta, ComplyWorks, ISNetworld, etc)

Other Administrative Duties

• Aid other departments in administrative projects as necessary

Education and Experience:

• Minimum 2 years of experience in document control, records management, or administrative support within construction or project-based environments.
• Experience maintaining a digital document management system
• College or University Diploma/Degree, preferably in Administration, Information Management, or Records Management, is preferred
• Specific experience with Engineering and Construction document management is an asset
• Highly proficient with the Microsoft Suite of Office applications and Adobe PDF

Skills / Other Requirements

• Attention to detail, with the ability to focus and concentrate for long durations
• Excellent communication skills, both written and spoken English
• Excellent interpersonal and team participation skills
• Solutions-oriented, independent problem solver
• Ability to work independently and as part of a team
• Committed to the goals and objectives of the team and organization as a whole
• Sound work ethic, with the ability to multitask and meet tight deadlines without losing sight of priorities

Benefits

Compensation will be determined by credentials and experience. A strong benefits package is included, with additional incentives available depending on role requirements.

Please note that due to the volume of applications received, only candidates selected for further consideration will be contacted. We sincerely appreciate your interest in joining the Arctic Arrow team.