Document Controller

Baffinland

  • Oakville, ON
  • Permanent
  • Full-time
  • 1 month ago
Mission for this Position:About UsAt Baffinland, we work and live beyond the Arctic Circle, mining iron ore at our Mary River Property, located in the Qikiqtani Region of Nunavut on Baffin Island; one of the world’s most captivating and seldom seen destinations. We are a unique company with a strong management who have amassed specialty experience on northern mining projects through all phases of Inuit consultation, permitting, construction and operation. Our workforce brings together the modern practice of safe, sustainable mining and the enduring value of a traditional culture, which is rapidly advancing. The result is a work and community experience you won't find anywhere else. We are looking for people ready to share, build, and grow with our company.We are seeking a detail-oriented and highly organized Document Controller to support the execution of a large scale capital project. The Document Controller will play a critical role in managing, tracking, and safeguarding all project documentation to ensure effective collaboration across multi-disciplinary teams. This role demands a deep understanding of document control best practices, information management systems, and the unique demands of large-scale projects.Main Accountabilities:
  • Establish and maintain a structured document control system to manage technical, commercial, legal, and construction-related documents throughout the project lifecycle.
  • Ensure all documentation is properly classified, organized, version-controlled, and archived in accordance with project and corporate standards.
  • Develop and enforce document control procedures and workflows in alignment with internal policies andexternal regulatory requirements.
  • Monitor document flow to ensure timely review, approval, and distribution across all stakeholders.
  • Administer and maintain electronic document management systems (Aconex), and similar platforms used on by the EPCM contractor.
  • Train and support Baffinland personnel on the use of Aconex and document control protocol
  • Ensure all BIM, EPCM and vendor documentation is provided per the required quality formatting requirements, and in accordance with the Project Document Control Procedures.
  • Perform routine audits to verify document accuracy, completeness, and compliance with naming conventions, metadata standards, and document retention policies.
  • Identify discrepancies and initiate corrective actions in coordination with document originators and reviewers.
  • Serve as the central point of contact for all document control-related activities, ensuring seamless coordination between project management, engineering, procurement, construction, and external stakeholders.
  • Track and report on document status, outstanding actions, and deliverables to project leadership.
  • Manage project records from creation through to close-out, ensuring final documentation is archived in accordance with contractual and regulatory requirements.
  • Support handover of documentation to operations teams at project completion.
  • Assist with the management of revisions and controlled distribution of project documentation including drawings, procedures, RFIs, technical queries, and change notices.
  • Ad hoc duties as required to assist the Project Team.
  • Provide some administrative support for Project Executive
Main Qualifications:
  • 5+ years of experience in document control on large-scale projects, preferably in the mining, oil & gas, or infrastructure sectors.
  • Proficiency with EDMS platforms (preferably Aconex)
  • Strong attention to detail, with excellent organizational and analytical skills.
  • Ability to handle sensitive and confidential information with discretion.
  • Effective communication and interpersonal skills, with the ability to work across cross-functional teams in high-pressure environments.
  • Minimum of 5 years experience in Practical / hands-on experience in document management roles on major projects, preferably in mining or infrastructure
  • Understanding of Engineering / Procurement / Construction / Commissioning documents.
  • Demonstrated proficiency with e-Document Management Systems, preferably Aconex
  • Good working knowledge of Adobe Acrobat. - Preferred
  • Excellent MS Suite software knowledge. - Preferred

Baffinland