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StaffQuest Placement Group Inc.

Document Control Analyst

Nanaimo, BC
A month ago
21 per hour

Job/Position Summary:

Reporting to the Director of Office Operations, the Document Control Analyst position is accountable for the setup of projects in ABIO, ensuring that project billings are issued to customers, and that projects are closed with the appropriate documentation and processes. The Document Control Analyst ensures that all appropriate documentation is in place throughout all stages of the project and works with operations and finance to improve the efficiency and quality of information that is ultimately captured and reported in ABIO.

Organizational Status:
➢ Controller
➢ Director of Office Operations
- Document Control Analyst

Hours of Work
Monday to Friday
8:00 am – 4:30 pm
➢ Lunch break is to be taken between 12:00 – 12:30
➢ 2 Optional 10-15 minute coffee breaks
- Morning 9:30 – 9:45
- Afternoon 2:30 – 2:45
➢ Only deviation from this schedule is at the discretion of the Director of Office Operations
➢ Any Personal days off must be approved with a minimum of 2 days advance notice by the Director of Office Operations
➢ Requesting vacation time must be submitted to the Director of Office Operations by completing the ISSLP Absentee form with a minimum of 2 weeks’ notice

Work Performed:

➢ Maintain project set up for all projects in ABIO including job numbering, and region classification, and all other required project information
➢ Organize and manage job request forms and maintain project-related records, including original estimates, contracts, purchase orders and change orders
➢ Manage pre-job meetings for jobs exceeding $100,000
➢ Complete timely follow ups with field personnel to ensure efficient work flow
➢ Review and assess job costing information
➢ Review payroll costs vs. customer billings to ensure job cost accuracy and completeness
➢ Request credit checks for potential new customers
➢ Authorize the transfer of expenses into and out of project-related accounts
➢ Confer with receivables staff and customers regarding unpaid contract billings
➢ Report to management on any opportunities for additional billings
➢ Investigate all project expenses not billed to customers
➢ Respond to requests for more detail from customers
➢ Close out project accounts upon project completion including appropriate
documentation, signoff, and closure of associated purchase orders/subcontracts
➢ Review of lessons learned from previous jobs
➢ Recommend any process enhancements or optimizations
➢ And, any other duties as required by the Director of Office Operations or Controller

Consequence of Error/Judgment:
➢ All decisions will be made in consultation with the Director of Office Operations
➢ Situations where the Document Control Analyst would require exercising judgement
would be when the Director of Office Operations is unavailable
➢ The Director of Office Operations will review inappropriate judgement exercised by the Document Control Analyst

Supervision Received:
The Document Control Analyst will report directly to the Director of Office Operations.

Supervision Given:
Any concerns will be immediately dealt with by the Director of Office Operations.

Education/Work Experience:
➢ A degree or diploma in business with knowledge of projects
➢ Working knowledge of project accounting
➢ Previous experience in the project module of an ERP and strong Excel skills are

➢ Excellent verbal and written communication skills are required to effectively deal with
all Supervisors/Field Timekeepers
➢ Requires excellent analytical skills
➢ Strong computer skills
➢ Mathematically inclined
➢ Attention to detail

Administrative Operations and Logistics Quality Assurance