Location: North York, ON – Hybrid

Contract Duration: 12 months with a possibility of extension (1 year increments)

Working Hours: 35 hours per week M-F

Job Title: Document Control Specialist

Position Summary

The Document Control Specialist is responsible for the development, implementation, and oversight of document control processes and systems across assigned departments. This role ensures all project documentation is accurate, secure, properly maintained, and accessible throughout the project lifecycle—from creation through archiving and closeout.

Key Responsibilities

• Collaborate in developing and maintaining document control policies, procedures, and guidelines.
• Support the configuration and ongoing management of the Electronic Document Management System (EDMS) to align with project documentation lifecycle requirements.
• Track, monitor, and enforce document control workflows to ensure compliance with internal standards and project-specific requirements.
• Manage document registration, revision control, and distribution, including receiving and issuing transmittals to/from consultants and contractors.
• Conduct quality reviews of documents and records before filing and distribution.
• Coordinate printing, scanning, and timely distribution of project documents including tenders, construction drawings, addenda, and permits.
• Provide regular updates to Project Management and Project Controls teams, including status reports on document deliverables.
• Lead documentation handover and closeout activities in accordance with organizational procedures.
• Respond promptly to requests for document searches and retrievals.
• Identify and implement process improvements to enhance workflow efficiency and document integrity.
• Train team members and stakeholders on EDMS usage and document control protocols.

Qualifications & Experience

• Minimum 6 years of experience in document control or records management within project management, engineering, or construction environments.
• Diploma or degree in a related field, or equivalent combination of education, training, and experience.
• Proficiency in EDMS platforms, especially SharePoint; ability to adapt to new technologies and systems.
• Strong understanding of document management best practices, quality control standards, and information security principles.
• Familiarity with relevant legislation, including FIPPA, MFIPPA, and PIPEDA.
• Experience managing controlled documents and transmittals in a collaborative environment involving internal teams and external stakeholders.
• Demonstrated ability to analyze and improve document control systems and practices.
• Excellent organizational, analytical, and multitasking skills with high attention to detail.
• Strong interpersonal and communication skills for interacting across departments and levels.
• Proficiency in MS Office (Word, Excel, PowerPoint), Adobe Acrobat Professional, and document tracking/reporting tools.

Preferred Certifications (Assets)

• Certifications from recognized bodies such as:
• Association for Information and Image Management (AIIM)
• Association of Records Managers and Administrators (ARMA)

Problem Solving and Analytical Requirements

This role requires a proactive approach to problem solving and process enhancement. The specialist must assess and recommend improvements to document control workflows using a strong foundation in industry standards and system capabilities. The role involves engagement with various document types and external sources such as consultants, contractors, and government bodies.