Location: Vancouver, BC (Downtown, on-site)
Position Type: Full-Time, Long-Term
Position Overview
Our client, a major mining development organization undertaking a multi-billion-dollar capital investment program in South America over the next decade, is seeking an experienced Document Control Manager.
This is a senior leadership opportunity for an accomplished document control professional to lead the development, implementation, and ongoing management of document control systems, processes, and standards across a large, complex, multi-stakeholder project environment.
Reporting to the Director of Project Engineering, the Document Control Manager will be responsible for the day-to-day leadership, performance, and continuous improvement of the Document Control function. The successful candidate will provide functional leadership to document control personnel based in Vancouver and South America, establish consistent standards and procedures, and work closely with internal departments, engineering teams, and external contractors to ensure compliance with project document control requirements.
This role requires a proactive, confident leader capable of driving organizational change, enforcing standards, resolving issues, and establishing a culture of accountability and document control excellence.
Key Responsibilities
Document Control Leadership & Team Management
- Oversee the day-to-day operations, performance, and effectiveness of the Document Control function.
- Provide functional leadership, direction, training, and support to document control personnel located in Vancouver and South America.
- Establish clear roles, responsibilities, workflows, and performance expectations within the Document Control team.
- Coordinate document control activities across engineering, procurement, construction, project management, and other project disciplines.
- Act as the primary point of contact for document control matters for internal stakeholders and external contractors.
Procedures, Standards & Governance
- Develop, implement, maintain, and continuously improve project document control procedures, standards, workflows, and job aids.
- Establish consistent document management practices across project teams, departments, and external organizations.
- Provide guidance on broader information management requirements, including governance frameworks, records retention, distribution, access control, and collaboration practices.
- Ensure accurate classification, registration, filing, tagging, revision control, and retrieval of project documentation.
- Assess existing practices, identify gaps, and implement corrective measures aligned with evolving project needs.
Compliance, Quality Assurance & Auditing
- Establish and enforce compliance with approved procedures across internal departments and external contractors.
- Monitor document quality, completeness, accuracy, and adherence to numbering, metadata, revision, and filing requirements.
- Conduct periodic audits and compliance reviews and drive corrective action.
- Develop and monitor document control KPIs and report on compliance, quality, and operational effectiveness.
Contractor Management & Document Deliverables
- Engage with engineering contractors, consultants, and subcontractors to establish and enforce document control requirements.
- Oversee the development, maintenance, and alignment of Master Document Registers (MDRs).
- Track, audit, and report on project document deliverables, including overdue or outstanding submissions.
- Coordinate document review, comment resolution, approval, and transmittal processes.
- Work with contractors and disciplines to improve submission quality and maintain reliable deliverable schedules.
Electronic Document Management Systems (EDMS)
- Provide oversight and operational support for the project EDMS and associated tools.
- Troubleshoot and coordinate resolution of EDMS issues with system administrators and IT.
- Support configuration and optimization of workflows, metadata, and reporting; identify automation and efficiency opportunities.
Training, Stakeholder Engagement & Continuous Improvement
- Develop and deliver document control training and guidance for internal personnel and contractors.
- Provide ongoing coaching and technical support to improve organizational document control competency.
- Support change management for new or revised systems, processes, and requirements.
- Provide remote and on-site support as required.
Qualifications & Experience
- Extensive experience in document control and information management on large-scale capital projects, preferably in mining, oil & gas, engineering, construction, or energy.
- Demonstrated experience in a senior document control leadership or management position.
- Proven ability to develop, implement, and enforce document control procedures and governance frameworks across complex project organizations.
- Experience supervising and mentoring document control teams, including geographically dispersed personnel.
- Strong understanding of engineering document management, contractor deliverables, MDRs, transmittals, review/approval workflows, and document lifecycle management.
- Experience implementing and administering EDMS.
- Experience conducting audits, establishing KPIs, and monitoring compliance.
- Strong knowledge of document numbering, metadata management, revision control, classification, and records management.
- Excellent communication and leadership presence; able to confidently engage senior leadership, contractors, and external stakeholders.
- Experience on international projects or with teams in South America is an asset.
- Spanish language proficiency is an asset but not required.
