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Affinity

Senior Document Controller

  • Calgary, AB, Canada

Contract

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Job details

Job type
Contract
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Posting language
English
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Original job description

Job Description

On behalf of our public sector client, Affinity is seeking a Senior Document Controller who will act as a subject matter expert for document control processes and systems supporting Midstream operations and capital projects. The role is accountable for the effective administration of document control activities throughout the document lifecycle, including creation, review, approval, distribution, retention, archival, and disposition of records.

Responsibilities

  • Execute and oversee document control processes throughout the document lifecycle, including creation, review, approval, issuance, retention, archival, and disposition of documentation.
  • Ensure compliance with corporate document management standards, procedures, regulatory requirements, and project-specific requirements.
  • Maintain the integrity, quality, traceability, and accessibility of engineering, operational, and project documentation.
  • Support audits and assessments to demonstrate compliance with document control and information governance requirements.
  • Monitor adherence to document control procedures and identify areas requiring corrective action or process improvement.
  • Serve as a subject matter expert for document control systems, numbering conventions, metadata standards, document lifecycle management, and controlled records processes.
  • Provide guidance and mentorship to Document Controllers, project teams, contractors, and business stakeholders on document management best practices.
  • Support project teams during project initiation, execution, commissioning, and closeout activities.
  • Participate in Engineering and Contractor Kick-Off Meetings to establish document control requirements and expectations.
  • Collaborate with stakeholders to resolve document management issues and improve the effectiveness of document-related processes.
  • Identify and drive continuous improvement initiatives to enhance document quality, efficiency, compliance, and stakeholder experience.
  • Support the development, maintenance, and enhancement of document control procedures, work instructions, standards, and governance documentation.
  • Analyze document management metrics and trends to identify improvement opportunities and support operational decision-making.
  • Support implementation and optimization of Electronic Document Management Systems (EDMS) and associated technologies.
  • Participate in digital transformation and information management initiatives impacting document control processes and systems.
  • Control the creation and modification of controlled records utilizing approved systems and repositories.
  • Manage the issuance and distribution of controlled records in accordance with approved distribution matrices.
  • Maintain the integrity of distribution matrices through regular reviews and audits.
  • Organize, file, and maintain electronic and physical records to support information accessibility and retention requirements.
  • Support records retention, archival, and disposition activities in accordance with corporate policies and regulatory requirements.
  • Coordinate document submissions, review cycles, transmittals, as-built packages, turnover documentation, QA/QC records, and project closeout deliverables.
  • Manage document review workflows, including squad checks and interdisciplinary review cycles utilizing collaboration tools such as Bluebeam.
  • Develop and maintain effective working relationships with vendors, contractors, engineering service providers, and internal stakeholders.
  • Monitor contractor compliance with document submission requirements and provide support to facilitate successful project delivery.
  • Develop and maintain documentation metrics, dashboards, and reporting to support operational and project performance.
  • Monitor and trend key document management performance indicators.
  • Provide reporting and recommendations to support process optimization and stakeholder decision-making.

Qualifications

  • Strong understanding of document control, records management, information governance, and document lifecycle management principles.
  • Demonstrated experience working with Electronic Document Management Systems (EDMS), including SharePoint, OpenText, Aconex, Bluebeam, or equivalent platforms.
  • Strong analytical and problem-solving skills with the ability to identify process gaps and recommend practical solutions.
  • Excellent written and verbal communication skills.
  • Strong organizational and time management skills with the ability to manage multiple priorities.
  • Advanced proficiency in Microsoft Office applications, particularly Excel.
  • Ability to build collaborative relationships across technical, operational, and project teams.
  • Strong attention to detail and commitment to data integrity and quality.
  • High School Diploma with a minimum of five years of Oil & Gas experience; or
  • An applicable technical diploma or certificate from a recognized post-secondary institution.
  • 5-8 years of progressive experience in Document Control, Records Management, or Information Management within engineering, construction, operational, or capital project environments.
  • Demonstrated experience supporting document management governance, compliance, audits, and process improvement initiatives.
  • Experience working directly with project teams, contractors, and external service providers.
  • Experience supporting implementation or enhancement of document management systems and technologies is considered an asset.
  • Exposure to information governance, metadata management, records management, and enterprise content management practices is preferred.
  • Experience mentoring or providing technical guidance to peers and stakeholders is considered an asset.
  • Licenses and certifications pertaining to software proficiencies, data analytics, and information management are considered an asset.
  • Strong familiarity with information compliance standards, document lifecycle governance, and cross-departmental collaboration.
  • Experience with Document Management Systems (DMS) such as Aconex, SharePoint, and OpenText Extended ECM.
  • Strong interpersonal skills, with the ability to work collaboratively with a diverse team of project and operational professionals and stakeholders.
  • Self-starter with excellent organizational skills, attention to detail, and the ability to lead process change within large organizations.
  • Advanced knowledge of federal, state, and provincial laws concerning archives, copyright, access to information, and protection of personal information.
  • Excellent writing skills and a proven ability to create complex, detailed documents.
  • Strong planning and organizational skills.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint).

Affinity Earn

Know someone who’s great for this, or any of our open roles? Earn up to $4,000/year for each successful referral through Affinity Earn. You can also earn up to $50,000 for helping us find new clients. Learn about our referral program at https://affinity-group.ca/earn/ or browse our jobs & follow us at https://www.linkedin.com/company/affinity-staffing/jobs/

About Affinity

Affinity Group is a technology and business consulting and services company. We believe in creating long term relationships between clients and consultants that foster a mutually beneficial partnership. Affinity is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit and business need.

For more information on Affinity, please visit www.affinity-group.ca

Job Number: 14045

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More about this job

Responsibilities

Oversee controlled documents and records throughout their lifecycle, ensuring compliance, integrity, accessibility, and traceability across Midstream operations and capital projects. Advise and mentor stakeholders, support project and contractor deliverables, optimize document management systems and processes, and report on performance metrics.

Requirements

Requires at least five years of Oil & Gas experience or an applicable technical diploma or certificate, plus 5–8 years of progressive experience in document control, records management, or information management. Candidates should have strong EDMS and governance experience, knowledge of compliance and audits, advanced Microsoft Office skills, and the ability to collaborate with and guide project teams and contractors.

Skills

  • Document Control
  • Records Management
  • Information Governance
  • Document Lifecycle Management
  • SharePoint
  • OpenText
  • Aconex
  • Bluebeam
  • Metadata Management
  • Audit Compliance
  • Process Improvement
  • Microsoft Excel
  • Stakeholder Collaboration
  • Document Review Workflows
  • Performance Reporting

Visa sponsorship

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Categories

  • Administrative
  • Energy
  • Engineering
  • Management & Leadership
  • Government & Public Sector

Keywords

  • Document Control
  • Records Management
  • Information Governance
  • Document Lifecycle
  • Electronic Document Management System
  • EDMS
  • Document Management System
  • DMS
  • SharePoint
  • OpenText Extended ECM
  • Aconex
  • Bluebeam
  • Microsoft Office
  • Microsoft Excel
  • Metadata Standards
  • Controlled Records
  • Distribution Matrices
  • Document Review Workflows
  • Squad Checks
  • Transmittals
  • As-Built Packages
  • Turnover Documentation
  • QA/QC Records
  • Project Closeout
  • Audits
  • Regulatory Compliance
  • Capital Projects
  • Midstream Operations
  • Document Management Metrics

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