About Company
Supporting complex projects with meticulous organization, Hiring.zycto is a dynamic and growth-oriented firm dedicated to excellence in every undertaking. We thrive on precision, innovation, and fostering a collaborative environment where every team member’s contribution is valued. For a diligent Document Controller, our fast-paced setting offers a unique opportunity to be the backbone of critical information flow, ensuring accuracy and accessibility. You’ll play a pivotal role in maintaining our high standards, directly impacting project success and operational efficiency. Join us and help shape the future of information management within a supportive team.
Job Description
Hiring.zycto is urgently seeking a highly organized and detail-oriented Document Controller to join our team in Willowdale West, Toronto, for an immediate start. This is a critical full-time position that requires a professional capable of managing and controlling project documentation with unwavering accuracy and efficiency. In this role, you will be the linchpin for all project-related documents, ensuring that information is readily available, properly versioned, and compliant with all internal and external standards. Your expertise will directly contribute to the seamless execution of our projects, ranging from initial design phases through to final completion and archiving.
As a Document Controller, you will be instrumental in establishing and maintaining robust document control systems. This involves not just filing, but actively managing workflows, monitoring document revisions, and ensuring proper distribution to relevant stakeholders across various departments and external partners. The ability to work under pressure, prioritize tasks effectively, and maintain a high level of confidentiality is paramount. You will be operating within a fast-paced environment where quick thinking and proactive problem-solving are highly valued. Given the immediate start requirement, we are looking for someone who can hit the ground running, bringing their proven experience and a strong work ethic from day one.
We pride ourselves on a culture of excellence and continuous improvement. Your role will involve collaborating closely with project managers, engineers, and administrative staff, providing essential support that underpins all project activities. This isn’t just a data entry position; it’s a strategic role that demands a keen eye for detail, a methodical approach, and excellent communication skills to articulate document control procedures and best practices. If you are passionate about organization, have a meticulous approach to information management, and are ready to make an immediate impact on significant projects, we encourage you to apply.
Key Responsibilities
- Manage and maintain a comprehensive document control system (physical and electronic) ensuring all project documents are current, accurate, and easily retrievable.
- Implement and enforce document control procedures and protocols in accordance with company policies and industry best practices.
- Control all incoming and outgoing project documentation, including drawings, specifications, reports, and correspondence.
- Perform quality checks on documents for accuracy, completeness, and adherence to established formats and standards.
- Assign and track document numbers, revisions, and distribution matrices.
- Coordinate with project teams and external stakeholders for document submissions, approvals, and distribution.
- Maintain document registers and logs, providing regular reports on document status to project management.
- Manage document archiving and retrieval processes upon project completion.
- Provide training and support to project team members on document control systems and procedures.
- Ensure strict confidentiality and security of all sensitive project documentation.
Required Skills
- Minimum 3 years of experience in a Document Controller role, preferably within construction, engineering, or a similar project-based industry.
- Proficiency in document control software/systems (e.g., SharePoint, Aconex, Procore, MS Project).
- Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook).
- Exceptional organizational skills and meticulous attention to detail.
- Strong communication skills, both written and verbal, for effective interaction with all levels of staff and external partners.
- Ability to manage multiple tasks, prioritize effectively, and work under tight deadlines.
- Proven ability to maintain confidentiality and handle sensitive information discreetly.
Preferred Qualifications
- Post-secondary education or certification in Office Administration, Information Management, or a related field.
- Experience with EDMS (Electronic Document Management Systems) implementation or migration.
- Familiarity with ISO 9001 standards or other quality management systems.
- Experience working in a fast-paced, multi-project environment.
Perks & Benefits
- Competitive salary and benefits package.
- Opportunities for professional development and continuous learning.
- A collaborative and supportive work environment.
- Contribution to impactful and challenging projects.
- Paid time off and holidays.
- Health and dental coverage.
How to Apply
Ready to make an immediate impact? We invite qualified candidates to submit their applications by clicking on the link below. Please ensure your resume highlights your relevant experience and proficiency in document control systems. We appreciate all applications; however, only those selected for an interview will be contacted.