Document Controller in Calgary, Alberta at Iconic Power Systems Inc.

Job Title:	Document Controller
Department:	Substation Engineering
Reports To:	Manager of Substation Engineering
Direct Reports:	None
Document History:	Original Document: August 30, 2022 Revision: Date Final Approval: Date

Basic FunctionThe Document controller is responsible for maintaining engineering records and information in a project-driven environment. This document Controller is to ensure documentation in support of a wide variety of Electrical Utility Projects. The role will have knowledge of documentation packages (i.e., review packages, Information package and project turnover docs), as well as engineering & project nomenclature (i.e., Single Line Diagrams, transmittals, reference drawings, models). The Document Controller will adhere to the standards, processes, and quality control structure, as well as demonstrate a positive attitude, be a disciplined self-starter, and have superior written and oral communication skills. The Document controller needs to work closely with project management and design engineers to ensure all design/build projects are delivered on time. Qualifications

Education

A bachelor’s degree or Diploma.

Experience

At least six years experience in a document management office environment, including experience with computerized Document Management Systems, Computerized Drafting systems.

Skills

Advanced knowledge of engineering terminology and documentation. Strong computer skills required including ProjectWise and experience with Microsoft Office applications. Strong organizational and time management skills. Creative problem solver able to identify, analyze, and communicate potential delays and issues and options for their resolution. Superior ability to meet tight deadlines and multi-task. Capacity to resolve complex issues in a timely manner. Ability to build relationships with clients, consultants, approval authorities and utility representatives. Strong interpersonal, written, and verbal communication skills. Ability to effectively lead, train and provide mentorship to other document controllers and drafting professionals. Ability to maintain customer relationships while identifying and supporting and establishing new opportunities and business lines. Ability to deal effectively and professionally with all staff levels within the office. Understanding of project financial accounting and controls including change management processes and the creation of change orders.

Personal Characteristics

Safety - We go home safe every night. Integrity - Around here our word means something. Quality - Our quality stands on its own. Accountability- We provide solutions, not problems. Teamwork - Great people working together. Not afraid to approach difficult situations and dig in to find a solution. Self-motivated to make improvements and get tasks done on time. You have a calm demeanor and thrive in high-stress situations. You possess a nimble mind – You can think on your feet and resolve issues quickly.

Other

Must have a valid driver’s license. Strong written and verbal communication skills

DutiesPrepare transmittals, evaluating work procedures and Project Management

• Ensuring the document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.
• Assist in evaluating work procedures for potential process improvement.
• Ensure all internally prepared drawings are logged into the document control system, distributed, and returned by users in accordance with IPS and client procedures.
• Collaborate with Project Management to prevent issues and ensure that drawings related issues are prioritized and resolved quickly to maintain schedules and prevent work stoppages or downtime for construction crews.
• Attending new project kick-off meetings on behalf of Document Control to relay critical information to the project team.
• Record and track internal and external distribution of documents, prepare transmittals, and ensure the timely transfer of electronic files to and from other consultants, our project team, and various sub-contractors and vendors.
• Manage RFI’s and distribute to the appropriate departments.
• Other duties as required.

Responsibilities

• Ensuring every team member gets home safely.
• Ensuring all Iconic designs are accurate and are delivered on time and have superior quality.
• Maintaining relationships with customers, consultants, and design approvers.

Additional Information

• The above statements are intended to describe the general nature and level of work being performed by this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All staff may be required to perform duties outside of their normal responsibilities from time to time.