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The Sr. Document Control Person is responsible for maintaining accurate & organized records by entering data; and performing related duties as assigned. The incumbent for this role will be expected to be onsite at the BHP Jansen Site on a 5/2 rotational schedule.
SPECIFIC DUTIES AND RESPONSIBILITIES
Accurately transmit, receive, review and file all DMC outgoing and incoming correspondence hard copy and electronic copy.
Understand and use Aconex, an electronic document system.
Create a document distribution matrix, including who has access to what type of document during distribution or archiving of documents.
Create and maintain document log contains type of document, originator, Rev #, Date of Issue, etc. be able to distinguish between drafts, revisions, addenda, between text or CAD.
Create policy for document retention time and storage & archiving of original documents.
Establish naming & filing convention/procedure for all document types.
Establish key words/phrases to describe documents to assist search engines in finding similar or related documents.
Facilitate return of documents once issued for approval. Initiate and track document routing guides on site.
Auditability of documents create procedure to sufficiently show evidence of an audit trail for all documents.
Create dictionary of terms which includes description of all acronyms used in documents.
Such other duties as may be assigned from time to time.
QUALIFICATIONS, SKILLS AND KNOWLEDGE
Completion of a related post-secondary degree program with a minimum of 5-10 years of experience within the mining or construction industries.
Must possess strong oral and written skills and demonstrate a high level of organizational, time management and interpersonal skills.
An intermediate to advanced level of proficiency with MS Office (Excel, Word, Outlook and PowerPoint) and other applicable software programs is required.
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Significant use of memory
Transportation/Travel Information
- Own transportation
- Valid driver's licence
Specific Skills
- Store, update and retrieve financial data
- File documents
- Prepare reports
- Compile, verify, record and process applications, licences, permits, contracts, registrations, requisitions, and other forms and documents
Work Setting
- Private sector
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Attention to detail
Security and Safety
- Basic security clearance
Business Equipment and Computer Applications
- MS Excel
- MS PowerPoint
- MS Word
- Electronic Mail
- Database software
- General office equipment
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