Mission & Summary
As a member of the Project Management Team, the Document Controller provides continued project support for all Document Control activities between our Architect, Client, and TAIT's in-house design team, for a particular portfolio of projects. This is an intermediate level position with hands-on experience in an ever-growing and changing industry while being exposed to a variety of corporate clients.
Functions & Responsibilities:
The Document Controller will work within the Production Department, reporting to the Project Lead and will be assigned to work on specific projects.
General responsibilities include, but are not limited to:
- Provide administrative support to the assigned project lead and project team.
- Learn and become the subject matter expert for the client's document management software (mainly ACONEX)
- Create and maintain written procedures for all documentation responsibilities
- Manage all Document Control activities: Retain and be able to retrieve all correspondence, reports, drawings, sketches, instructions, and minutes of meetings, submittals, requests-for-information, payment requests, variations, and all other project documents
- Generation, issue, and control of documents to all other departments
- Manage all drawing updates
- Maintain and update all in-house file drawings, CAD, illustrations, scripts, technical specifications, research, budgets, narrative treatments and meeting minutes
- Maintain and ensure compliance with best practices in document control
- Index all in-house documents
- Maintain document reference library
- Ensure proper file codes are indicated on each document and that proper redundant or subject files are maintained
- Ensure all files are correctly and completely accountable
- Periodically audit all files for inclusions and missing documents
- Facilitate timely provision of requested documentation
- Potential to attend client meetings with note taking responsibilities
- Other duties and tasks as assigned.
Knowledge and Skills:
- Know how to use Google Suite, MS Excel, MS Word, Keynote, PowerPoint and Acrobat
- Knowledge and/or ability to learn ACONEX is a plus
- Knowledge of BIM software workflow is a plus
- Basic understanding of AutoCAD is a plus
- Knowledge of Photoshop and Illustrator helpful
- Background in an architectural environment and work-flow is helpful
- Knowledge of shop drawings helpful
- Highly organized with attention to detail
- Able to coherently set up, maintain, and train others to use an organizational system
- Ability to multitask and work independently in a hybrid working situation
- Detail-oriented, adaptable, and able to meet stringent deadlines with a do what it takes attitude.
- Ability to prioritize work assignments and focus on most critical tasks or know when to ask what to prioritize.
Education and Experience:
- 1 3 years general office experience
- 1+ year of production experience in a similar industry
Duration:
- Eight month duration to start, estimated 20-40 hours a week guaranteed with potential to extend pending project duration
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