Document Controller

Company Overview

Arctic Arrow Powerline Group Ltd. is a Canadian-owned and operated firm specializing in powerline transmission, distribution, and underground cable projects. The company provides exceptional construction and maintenance services within the power utility sector throughout Canada. As the business expands, there is a vacancy for a Document Controller based at their Head Office in Abbotsford, British Columbia.

Responsibilities

• Assist in developing, standardizing, and implementing document control procedures and processes across projects.
• Deliver training and support to stakeholders regarding document control policies and procedures.
• Ensure accurate, timely coding and filing of all project documents submitted to the company’s document control system.
• Maintain quality and completeness of information within the document control system, including metadata accuracy.
• Verify that documents stored in the M-Files system are current, avoiding duplication.
• Identify and report any issues or deficiencies related to the document management system.
• Support team members with document retrieval, questions related to document control, and troubleshoot system issues professionally and promptly.
• Manage official communication transmittals with external partners.
• Provide frontline user assistance and training on the document control system.
• Maintain up-to-date industry knowledge to act as the key contact and subject matter expert for document control services.
• Monitor evolving technologies and business practices to recommend improvements for Arctic Arrow’s document controls.
• File estimates and related correspondence within the M-Files system.
• Receive and manage Purchase Orders in M-Files, including saving incoming emails and attachments as transmittals, routing change orders for approval, and filing signed orders while returning copies to clients.
• Collaborate with insurance brokers to obtain necessary insurance certificates and support the annual renewal process.
• Update and maintain compliance documentation on platforms such as Avetta, ComplyWorks, and ISNetworld.
• Assist other departments with administrative tasks or projects as required.

Requirements

• At least three years of document control experience in construction projects.
• Familiarity with managing digital document management systems.
• Preferably holds a college or university diploma or degree in Administration, Information Management, or Records Management.
• Experience with engineering and construction document management is advantageous.
• Strong proficiency with Microsoft Office suite and Adobe PDF tools.

Skills and Attributes

• Keen attention to detail with the ability to concentrate for extended periods.
• Excellent written and verbal communication skills in English.
• Strong interpersonal skills and ability to work collaboratively in a team environment.
• Independent, solutions-focused problem solver.
• Dedicated to organizational goals and committed teamwork.
• Strong work ethic with the capacity to multitask, prioritize, and meet tight deadlines efficiently.

Benefits

Compensation will align with candidates’ qualifications and experience. The position includes a comprehensive benefits package and additional incentives depending on role specifics.

Additional Information

Due to a high volume of applications, only shortlisted candidates will be contacted. Arctic Arrow values all interest in this opportunity.