Document Control

Principal Duties and Accountabilities:

Project Closeout and Records Archiving (70%):

• Project Closeout Documentation: Ensure all project documentation is complete, accurate, and archived according to company policies and regulatory requirements.

• Records Archiving: Classify, code, and archive records in compliance with retention schedules and standards. This includes both physical and electronic records.

• Inventory Management: Prepare and maintain an inventory of archived records, ensuring they are stored securely and can be retrieved efficiently.

• Compliance: Ensure all archived records meet legal and regulatory
requirements, and support audits and compliance checks as needed.

• Process Improvement: Recommend and implement methods and techniques for improving the quality and productivity of records archiving processes.

• Collaboration: Work closely with Project Managers, Project Engineers, Information Governance, and other departments to ensure seamless project closeout and records archiving.

Document Control (30%):

• Transmittal Processing: Process outgoing and incoming transmittals, ensuring that all documents are accurately logged, tracked, and distributed to the appropriate parties.

• Document Management: Manage the creation, approval, distribution, and revision of documents within the organization.

• Records Retrieval: Assist in retrieving records relevant to access requests and ensure confidential information is secured in accordance with policies.

• System Maintenance: Utilize and maintain electronic document and records management systems (EDRMS) to ensure accurate and efficient document control.

• Quality Assurance: Monitor quality assurance for controlled documents, including version control, document numbering, and titling.
• Training and Support: Provide training and support to staff on document control procedures and best practices.

Qualifications:

• Education: Bachelor’s degree in Information Management, Library Science, or a related field.

• Experience: Minimum of 3 years of experience in records management or document control, with experience working on oil and gas projects, including producer or client experience.

Skills:

o Proficiency with document management software, including SharePoint, OpenText, Adobe Acrobat, and Bluebeam.

o Intermediate knowledge of Microsoft Suite, including TEAMS, Outlook and Excel

o Strong organizational skills, attention to detail, and the ability to work independently and collaboratively.

Knowledge: Understanding of information governance principles, records retention schedules, and regulatory compliance requirements.

Please submit your resume in confidence to paul.dusome@randstad.ca

Advantages
• Transmittal Processing: Process outgoing and incoming transmittals, ensuring that all documents are accurately logged, tracked, and distributed to the appropriate parties.

• Document Management: Manage the creation, approval, distribution, and revision of documents within the organization.

• Records Retrieval: Assist in retrieving records relevant to access requests and ensure confidential information is secured in accordance with policies.

Responsibilities
Job Title: Project Closeout Coordinator / Document Control

General Summary: The Project Closeout Coordinator is responsible for managing the lifecycle of records, ensuring proper classification, storage, retrieval, and archiving of both physical and electronic records. This role emphasizes project closeout and records archiving, while also supporting document control activities. The ideal candidate will have experience working on oil and gas projects.

Principal Duties and Accountabilities:

Project Closeout and Records Archiving (70%):

• Project Closeout Documentation: Ensure all project documentation is complete, accurate, and archived according to company policies and regulatory requirements.

• Records Archiving: Classify, code, and archive records in compliance with retention schedules and standards. This includes both physical and electronic records.

• Inventory Management: Prepare and maintain an inventory of archived records, ensuring they are stored securely and can be retrieved efficiently.

• Compliance: Ensure all archived records meet legal and regulatory
requirements, and support audits and compliance checks as needed.

• Process Improvement: Recommend and implement methods and techniques for improving the quality and productivity of records archiving processes.

• Collaboration: Work closely with Project Managers, Project Engineers, Information Governance, and other departments to ensure seamless project closeout and records archiving.

Document Control (30%):

• Transmittal Processing: Process outgoing and incoming transmittals, ensuring that all documents are accurately logged, tracked, and distributed to the appropriate parties.

• Document Management: Manage the creation, approval, distribution, and revision of documents within the organization.

• Records Retrieval: Assist in retrieving records relevant to access requests and ensure confidential information is secured in accordance with policies.

• System Maintenance: Utilize and maintain electronic document and records management systems (EDRMS) to ensure accurate and efficient document control.

• Quality Assurance: Monitor quality assurance for controlled documents, including version control, document numbering, and titling.
• Training and Support: Provide training and support to staff on document control procedures and best practices.

Qualifications:

• Education: Bachelor’s degree in Information Management, Library Science, or a related field.

• Experience: Minimum of 3 years of experience in records management or document control, with experience working on oil and gas projects, including producer or client experience.

Skills:

o Proficiency with document management software, including SharePoint, OpenText, Adobe Acrobat, and Bluebeam.

o Intermediate knowledge of Microsoft Suite, including TEAMS, Outlook and Excel

o Strong organizational skills, attention to detail, and the ability to work independently and collaboratively.

Knowledge: Understanding of information governance principles, records retention schedules, and regulatory compliance requirements.

Please submit your resume in confidence to paul.dusome@randstad.ca

Qualifications
• Education: Bachelor’s degree in Information Management, Library Science, or a related field.

• Experience: Minimum of 3 years of experience in records management or document control, with experience working on oil and gas projects, including producer or client experience.

Summary
Job Title: Project Closeout Coordinator / Document Control

General Summary: The Project Closeout Coordinator is responsible for managing the lifecycle of records, ensuring proper classification, storage, retrieval, and archiving of both physical and electronic records. This role emphasizes project closeout and records archiving, while also supporting document control activities. The ideal candidate will have experience working on oil and gas projects.

Principal Duties and Accountabilities:

Project Closeout and Records Archiving (70%):

• Project Closeout Documentation: Ensure all project documentation is complete, accurate, and archived according to company policies and regulatory requirements.

• Records Archiving: Classify, code, and archive records in compliance with retention schedules and standards. This includes both physical and electronic records.

• Inventory Management: Prepare and maintain an inventory of archived records, ensuring they are stored securely and can be retrieved efficiently.

• Compliance: Ensure all archived records meet legal and regulatory
requirements, and support audits and compliance checks as needed.

• Process Improvement: Recommend and implement methods and techniques for improving the quality and productivity of records archiving processes.

• Collaboration: Work closely with Project Managers, Project Engineers, Information Governance, and other departments to ensure seamless project closeout and records archiving.

Document Control (30%):

• Transmittal Processing: Process outgoing and incoming transmittals, ensuring that all documents are accurately logged, tracked, and distributed to the appropriate parties.

• Document Management: Manage the creation, approval, distribution, and revision of documents within the organization.

• Records Retrieval: Assist in retrieving records relevant to access requests and ensure confidential information is secured in accordance with policies.

• System Maintenance: Utilize and maintain electronic document and records management systems (EDRMS) to ensure accurate and efficient document control.

• Quality Assurance: Monitor quality assurance for controlled documents, including version control, document numbering, and titling.
• Training and Support: Provide training and support to staff on document control procedures and best practices.

Qualifications:

• Education: Bachelor’s degree in Information Management, Library Science, or a related field.

• Experience: Minimum of 3 years of experience in records management or document control, with experience working on oil and gas projects, including producer or client experience.

Skills:

o Proficiency with document management software, including SharePoint, OpenText, Adobe Acrobat, and Bluebeam.

o Intermediate knowledge of Microsoft Suite, including TEAMS, Outlook and Excel

o Strong organizational skills, attention to detail, and the ability to work independently and collaboratively.

Knowledge: Understanding of information governance principles, records retention schedules, and regulatory compliance requirements.

Please submit your resume in confidence to paul.dusome@randstad.ca

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.