Careers
Document Control Jobs in Engineering
Document Control jobs in integrated engineering services are about ensuring the accuracy, integrity, and access to information.
Large-scale engineering projects, like the ones Vista typically designs, compile thousands of documents over the project’s lifecycle. Each document requires a thorough control record, including transmittal history, version management and database filing. The people who work in our Document Control team help Vista adhere to company and client procedures, comply with regulatory requirements and access information more efficiently.
Please view our current opportunities to see if there is a document control job you want to apply for. You may also be interested in our other project services positions.
Document Control Jobs in Calgary
Document Control professionals are specialized data analysts and record keepers who interact with the engineering team and other departments. As with most jobs available with Vista, our document control jobs are located in Calgary, Alberta, either at our head office or a nearby satellite office.
The expectations for each position are detailed below. If you are interested in pursuing a career in document control, we encourage you to join our candidate network by applying for future opportunities.
Document Control Analyst
Main Duties and Competencies
The Document Control Analyst works closely with project managers and engineers. Key duties include:
- Receiving, logging, tracking and monitoring engineering and supplier drawings and documentation in an electronic data management system (EDMS)
- Processing all drawings and documentation requirements as outlined by pre-set schedules to ensure deadlines are met
- Performing quality assurance for all outgoing and incoming controlled documentation
- Coordinating supplier and engineering drawings routings
- Setting up document control files for both engineering and supplier documents
- Interacting with IT, clients and engineering groups to set up electronic systems on projects
- Compiling documentation lists as requested by project managers
- Maintaining drawing files, archives and electronic files in project databases
- Fulfilling requests for drawings and documentation
- Liaising with vendors and managing the documentation flow between vendors, engineers, and clients
- Handling, distributing and completing incoming communications including electronic transmittals
- Issuing and distributing controlled documents according to the distribution matrix
- Creating and organizing hard copy back-ups of materials
- Preparing reproduction orders and creating electronic and hard-copy transmittals
- Working within directory structures for filing and strong electronic drawing files
- Completing project work to deadlines and appropriate standards
- Recommending methods and techniques for improving quality, productivity and deadline adherence
- Training the project team on internal and external document control requirements
- Performing other duties as requested
Requirements
- High school diploma or equivalent
- Zero (0) – two (2) years of previous data entry or document control experience
- Superior attention to detail, strong work ethic
- Some knowledge of engineering terminology and engineering documents
- Excellent written and verbal communication skills
- Ability to set priorities and multi-task
- Advanced computer skills, including experience with, Excel, MS Office, Adobe Acrobat Professional, and Windows
Preferred
- Post-secondary education
- EDMS experience
- Three (3) years of experience in document control, particularly in an engineering, procurement, construction environment
- Thorough knowledge of engineering terms and document types
Document Control Lead
Main Duties and Competencies:
The document control lead is responsible for managing the Document Control department. The lead manages the team and is responsible for developing, recommending and implementing document control systems to ensure regulatory compliance and better meet the needs of the internal and external clients. This individual is required to perform tasks within strict time frames and manage time and commitments efficiently. Key duties include:
- Distributing workload on projects
- Overseeing document control staff on projects
- Implementing and managing systems necessary to facilitate control of project documents
- Developing and maintaining system documentation, flow charts and related materials which reflect the ongoing activities of the department as well as document flow
- Controlling the process of the issue, storage and retrieval of all project documentation (including engineering documents / drawings / vendor drawings / documents / charts / specs / manuals / reports / computer files) by the Document Control department
- Ensuring that all project documents are delivered in a timely fashion
- Integrating all client specifications as required on individual projects
- Interacting with IT, clients and engineering groups for set up of electronic systems or projects
- Liaising with department supervisors, project managers, and others as required
- Ensuring compliance with client requirements for maintenance of documentation
- Providing document control training to employees to ensure overall understanding and commitment to the document control role
- Providing updates to senior management regarding the status of internal, client or project issues resource planning and continuous improvement requirements
- Creating standards for project documentation procedures
- Creating and manage the process of archiving of project records
- Setting up projects in an Electronic Document Management System (EDMS)
- Periodically reviewing departmental process, procedures and standards, identifying areas of improvement, deficiencies and taking the necessary corrective action to maintain quality
- Planning, scheduling, and managing responsibilities, objectives and project milestones for the team
- Managing performance of the team, including mentoring and coaching direct reports
- Providing input to, and participating in, Human Resources activities, including recruitment, terminations, and discipline
- Performing other duties as requested
Requirements
- High-school diploma or equivalent
- Seven (7) years or more experience in document control in the engineering industry, with at least three (3) years of supervisory experience
- Strong oral and written English communication skills
- Strong organizational and time management skills
- Ability to work and lead a team under pressure and meet tight deadlines
- Experience in the use of databases and EDMS
- Strong desire to achieve results and effect change
Preferred
- Diploma or bachelor’s degree in business administration
- Ten (10) years or more experience in document control at an engineering, procurement, construction firm
Apply for Future Document Control Opportunities
For over 39 years, the success of our business has hinged on the quality of our people. We are always on the lookout for talented individuals who are also smart, humble, honest and hardworking. These qualities are part of life at a top employer. If working at Vista appeals to you, please use the button below to apply for future Document Control opportunities.
