Document Controls Coordinator

Description Position at Dumas Position Title

: Document Controls Coordinator

Division

: Dumas Contracting Ltd

Department

: Operations

Location

: Toronto or Timmins Office, or Remote

Reports To

: Manager, Enterprise Project Management Office

Purpose & Scope Of Position

Dumas is a leading full-service mining contractor operating in the Americas. The company’s client list includes some of the world’s largest and most respected mining companies.

Dumas is the contractor of choice for the most technically challenging underground projects, including mine construction, full-scale mine development, production mining, mine services and engineering.

The Document Controller will be responsible for the overall organization, management and maintenance of all Company documents. The Document Controller will oversee all aspects of filing, archiving and retrieval of documents pertaining to the Company’s policies, health and safety documentation, instructional materials, training records, quality control documents and maintenance records, as well as any other stored records as required. The Document Controller will work with management, staff and clients to ensure that all documentation is appropriately managed and retrieved as necessary and is stored in accordance with any relevant standards or regulations.

Thank you for your interest in this career opportunity with Dumas Mining. To be considered, you must be a Canadian citizen or authorized in writing to work in Canada under federal immigration requirements, and currently be residing in Canada.

Specific Duties And Responsibilities

- Prepare documentation/records for retention and preservation.

- Arrange acquisition or retrieval of records.

- Catalogue documentation.

- Manage records and information.

- Advise users how to access, use or interpret archives.

- Facilitate access through computer-aided searches or other methods of remote access.

- Access documentation as necessary or upon request.

- Work with staff in developing and implementing special projects.

- Assist with the management of the production, distribution and version control of controlled documents in compliance with the applicable written procedures.

- Undertake the administration of the archiving services to ensure compliance with regulatory requirements.

- Provide appropriate assistance and guidance to staff to ensure that the required documents are produced in an efficient manner, and in the standard format.

- Manage the review and approval of controlled documents to ensure that they are approved and issued in a timely manner.

- Maintain the relevant paper and electronic files, and to maintain accurate administrative records, in accordance with written Quality Assurance procedures.

- Ensure that indices are up-to-date, and that obsolete versions of controlled documents are removed and archived.

- Manage the document and sample archives to ensure compliance with requirements and written procedures.

- Recommend actions and strategies in order to improve the management of controlled documents and archived data.

- Foster a culture of compliance with formal procedures for production and control of documents and an understanding of version control and document and sample archiving.

- Instruct management and staff in the use of the file storage system.

- Other administration duties as required.

- Advocate best practices and drive improvement of document management processes and procedures.

- Ensure that all received electronic media are filed appropriately within the document management system.

Competencies, Skills, & Knowledge

- Post Secondary Diploma in Information/Document Management or a suitable combination of education and practical experience managing documents.

- Minimum two to four years' experience as a Document Controller/Archivist.

- Excellent research skills.

- Familiarity with a range of electronic systems including MS word, MS Excel and Adobe.

- Knowledge of manual or electronic document control systems would be an advantage.

- Excellent and effective communication skills both verbal and written.

- General understanding of computerized cataloging systems.

- Accuracy and attention to detail while working under tight deadlines.

- Good interpersonal and customer service skills.

- Good team player.

- Ability to follow through and complete overlapping projects.

- Good organizational, time management and prioritizing skills.

- Strong problem identification and problem resolution skills.

- High level of critical and logical thinking, analysis, and/or reasoning to identify underlying principles, reasons, or facts.

- Ability to interpret and implement company policies and procedures.