Document Management Specialist

Overview

Your opportunity

Are you someone with strong leadership and technical capabilities?  Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a thought leader, a trusted advisor and a problem solver? If you enjoy entrepreneurship and innovation, this opportunity is for you! As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

Dillon’s Transportation team is looking for a Document Management Specialist to join our multidisciplinary team of professionals. You will have the opportunity to work on new and exciting projects while providing clients with a fully integrated and superior customer experience. This role will be responsible for managing the Document Management System while providing supported projects and company and external stakeholders with quality assurance measures.

At Dillon, we operate as one team. This position is available at our London Office. 

Responsibilities

What your day will look like

• Overseeing the document control activities and progress of the Project;
• Understanding contractual requirements and aligning document control processes and procedures with the team;
• Receiving, interpreting, and processing documents from clients, proponents, partner firms, contractors, subcontractors, and team members;
• Executing various activities necessary for integrated document management, encompassing classification, filing, indexing, assembly, entry, traceability, registration, digitization, quality control, quality assurance, audits, transfer, archiving, and destruction, among others;
• Ensuring that documentation deliverables are systematically tracked and accurately reported within the document management systems of consultants, contractors and clients;
• Analyzing documents that contain complex and unusual problems and contributing to the development of solution elements;
• Identifying and rectifying discrepancies within documentation;
• Maintaining and applying a system of classification, inventory, indexing, and conservation of data in accordance with established procedures, policies, and applicable laws while actively participating in the enhancement of the document management system;
• Assisting employees in the utilization of document management tools provided to them and adhering to pre-established standards and procedures;
• Preparing, assembling, and scanning documents as required;
• Generating the transmission and receipt of documentation to and from internal and external parties;

Qualifications

What you will need to succeed

• Post-secondary education in Document Management, Digital Information Management, or Engineering is required;
• 3-5 years of experience in document management in the construction or consulting industry is required;

Experience

• Relevant experience in the document management of large multi-disciplinary infrastructure projects is required;
• Excellent command of Microsoft Office Suite and applicable software;
• Knowledge of ProjectWise Deliverables Management software is an asset;

Why choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our core values:

• Reliability: words that result in actions build trust;
• Achievement: do the work to hit the target;
• Continuous development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• Courage: do the things that matter, especially when it’s hard;
• Inclusiveness: enabling belonging to draw strength from our differences

In addition, we offer:

• Employee share purchase plan
• Dillon is 100% employee owned and share ownership is open to all full-time regular employees
• A competitive compensation package
• Comprehensive health benefits
• Generous retirement savings plan
• Student loan repayment assistance with matching employer contributions
• Flexible work hours 
• Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs.  We are taking a trust-based approach to offer a variety of flexible work options to help balance the competing demands of work and personal life.
• Learning and Development opportunities
• As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experience, and continuously improve service delivery. The development of self and others is an evident and measured core behaviour within our organization
• We use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities
• Focus on Innovation
• The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities
• Employee and Family Assistance Program (EFAP)
• A variety of EFAP tools and online resources to support well-being are available to all employees
• Wellness Subsidy
• Our employees can take advantage of wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes  and dance classes

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. With over 25 offices and more than 1200 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.

Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 17 years and has the distinction of having achieved Platinum Club member status in this program.

Employment Equity, Diversity & Inclusion at Dillon:

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences. 

Inclusion is more than a word to us, it is the way we choose to run our business.

Please connect with us if you require accommodation in the interview process. We would love to hear from you!