Program Document Controller (Contract)

Reporting to the Lead, Business Planning, the Program Document Controller is responsible for implementing effective program information management and document control methods, procedures, and systems.

Responsibilities:

• Be a courageous safety leader, adhere to and sponsor safety and environmental rules and procedures

• Be an advocate for and promote an inclusive, respectful and equitable work environment

• Lead departmental digital filing system and records management (including documents, images, data, maps etc.) and administration of SharePoint

• Responsible for ensuring that project information and documents are run effectively through the full project lifecycle, including document handover from vendors, permanent filing of documents at project stage completion, and document handover to Operations at project close

• Control numbering (document coding), proper metadata application, and project documentation organization

• Responsible for ensuring that project information and documents are managed reliably through the full project lifecycle, including document handover from vendors, permanent filing of documents at project stage completion, and document handover to Operations at project close

• Coordinate the document submittal and review process, ensuring information is released to project teams and subcontractors in a timely manner

• Ensure all documents are uploaded, maintained and kept up to date on the Teck document management system (SharePoint) in accordance with company specified protocols

• Regularly report document control statistics and status of pending reviews to management

• Develop and build specific project information management plans

• Ensure accurate document distribution via workflow

• Coordinate submission of periodic job-related photographs and ensure inclusion in project records

• Train users (internal and external) on information and document management tools and procedures and provide end-user support as required

• Conduct regular quality audits (self-audit) on assigned project SharePoint library contents and information and document management Standard and Document Control Procedure application

• Participate in the continual improvement of document management processes within the overall information and document management function

• Support administrative and governance requirements including meeting, conference and event planning and coordination (room bookings, IT requirements, catering and room layout, agendas, pre-reads, presentations, drafting meeting minutes, summarizing, and tracking completion of, action items, post-meeting)

• Maintain Legacy contacts list and Team’s site

• Accurately assemble records and analyze data relevant to department reporting requirements (e.g., weekly report compilation, Delegation of Authority, including annual Delegate Acknowledgements, Project Reviews etc.)

• Build and manage relationships with a variety of functions including health and safety, operations, technical, SERA, and finance and accounting

• Perform additional job-related duties as required

• Travel to the Legacy Kimberley office up to 20% of the time

Qualifications:

• Post-secondary degree or diploma in a related field

• 4+ years of experience in a similar Document Control role. Knowledge and experience in the resource sector and or construction industry is required

• Strong demonstration of sophisticated writing, editing and communication skills in English; French language skills are a strong asset

• Outstanding Word, PowerPoint and Excel skills; proficient in Outlook, Teams, MS Project, Visio and SharePoint

• Highly service-minded with ability to maintain professionalism and a high level of integrity, discretion and tact while handling confidential information

• Excellent organizational and planning skills; possess high degree of initiative to efficiently self-manage and prioritize tasks under minimal direction

• Strong attention to detail and process driven with a strong understanding of business processes

• Strong interpersonal skills and able to take the initiative to liaise with other departments and/or external sources and ability to support multiple senior clients and teams

• Collaborative and cooperative teammate who can work with others and understand how to get things done through both formal and informal channels to achieve objectives

• Ability to thrive in a fast-paced, dynamic and at times challenging work environment

Leadership Competencies

• Personal Leadership: Learning Agility

• Personal Leadership: Modeling Leadership

• Relationship Focus: Collaboration

• Relationship Focus: Effective Communication

• Strategic Integration: Problem Solving

• Drive Organizational Results: Results Focus