Document Control/Project Admin

Evonik • Burnaby, BC

29d

About The Position

At Evonik, you’re part of a global chemical company working in many sectors that go beyond chemistry. From lipids for tomorrow’s medicines, biosurfactants for green detergents, additives for plastics recycling or membranes to help drive forward the energy transition, you’ll play an essential part in helping the world’s most essential industries succeed. Our success hinges on a diversity of ideas powered by people, not egos. Whether you’re a scientist or engineer, new to the team or established, in business, production, or anything in between – we cheer each other on. Because we believe we can do anything. Explore everything. And Be Part of Something Special!

Requirements

• Check the project mailbox daily.
• Send official notifications of document issuance to affected individuals or groups through the project mailbox within 2 business days of receiving communication of a new revision or document upload.
• Owner of the Master Document List (MDL) on both internal and external SharePoint websites.
• Assist the internal team in updating the internal Document Register/MDL.
• Solely responsible for updating the External MDL.
• Ensure content on both MDLs accurately reflects documents stored on internal and external SharePoint websites.
• Ensure folder structures are created and populated per the Document Control Procedures.
• Check the project governing documents meet formatting standards.
• Files named per Document Numbering Procedure.
• Project template and cover page applied.
• Issued documents are in .pdf format or a locked Excel sheet.
• Consistent spacing and font throughout document.
• Table of contents when deemed necessary.
• Manage redline workflows for drawings and specifications.
• When applicable, route documents for review and approval through Adobe DocuSign.
• Co-owner of Document Control Procedure, along with Assistant Project Manager (APM).
• Propose and implement changes and improvements to the Document Control Procedure.
• Co-owner of Communications Matrix, along with APM.
• Remove and add people as necessary to the Communications Matrix.
• Propose and implement changes and improvements to the Communications Matrix.
• Owner of document templates (Word, PowerPoint, Excel).
• Update document templates as necessary.
• Propose and implement changes and improvements to document templates.
• Support transition to a different document control software if the project transitions after selecting a General Contractor.
• Co-owner of Contact List, along with APM.
• Remove and add people as necessary to the Contact List.
• Track action items generated in team meetings using the Action Log.
• Enter action items into the Action Log, assigning responsibility, and entering a due date.
• Go over past-due action items at the weekly team meetings.
• Ensure changes made to the fit, form, or function of the project are tracked in the Change & Decision Log.

Responsibilities

• Check the project mailbox daily.
• Send official notifications of document issuance to affected individuals or groups through the project mailbox within 2 business days of receiving communication of a new revision or document upload.
• Owner of the Master Document List (MDL) on both internal and external SharePoint websites.
• Assist the internal team in updating the internal Document Register/MDL.
• Solely responsible for updating the External MDL.
• Ensure content on both MDLs accurately reflects documents stored on internal and external SharePoint websites.
• Ensure folder structures are created and populated per the Document Control Procedures.
• Check the project governing documents meet formatting standards.
• Files named per Document Numbering Procedure.
• Project template and cover page applied.
• Issued documents are in .pdf format or a locked Excel sheet.
• Consistent spacing and font throughout document.
• Table of contents when deemed necessary.
• Manage redline workflows for drawings and specifications.
• When applicable, route documents for review and approval through Adobe DocuSign.
• Co-owner of Document Control Procedure, along with Assistant Project Manager (APM).
• Propose and implement changes and improvements to the Document Control Procedure.
• Co-owner of Communications Matrix, along with APM.
• Remove and add people as necessary to the Communications Matrix.
• Propose and implement changes and improvements to the Communications Matrix.
• Owner of document templates (Word, PowerPoint, Excel).
• Update document templates as necessary.
• Propose and implement changes and improvements to document templates.
• Support transition to a different document control software if the project transitions after selecting a General Contractor.
• Co-owner of Contact List, along with APM.
• Remove and add people as necessary to the Contact List.
• Track action items generated in team meetings using the Action Log.
• Enter action items into the Action Log, assigning responsibility, and entering a due date.
• Go over past-due action items at the weekly team meetings.
• Ensure changes made to the fit, form, or function of the project are tracked in the Change & Decision Log.

Benefits

• Find out more about the many benefits we offer: https://www.evonik.com/en/careers/why.html

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed