Description:
This position is responsible for supporting the implementation and maintenance of a document management system for all company drawings and related data. This includes coordinating the scheduling of virtual training with existing and new property staff and outside users when required; guiding internal users on priorities and practices; auditing data to ensure the integrity of documents; ensuring alignment with the company’s records policy and being a key resource for troubleshooting.
This position supports the Director, Drawing & Data in ensuring document control and accuracy of all construction, development and design documents and drawings to support critical functions within Operations and Development.
What you will deliver:
- Coordinate and organize the scheduling of property virtual training sessions and system audit hangout meetings
- Schedule training sessions when required, ensuring appropriate logistics including required written materials for training sessions for users
- Ensure the latest training guides, Google forms, mail merge and online help cards on the drawing and data management system are available to staff via shared Google Drive, Mosaic and on third party vendor’s system
- Ensure confidentiality of drawings and documents at all times by reconciling User Access Authority to approved users including adding and deleting users
- Conduct audits to ensure integrity of data
- Monitor and identify inaccuracies of CAD drawings and make corrections in the drawing and data management system with vendors where required
- Administer standards, processes and tools for the drawing and data modeling and ensure adherence to corporate procedures per the company’s Classification and Retention Policy
- Support internal departments and external consultants involved in the drawing and data management initiative and help coordinate their work efforts
- Develop and distribute a quarterly newsletter to all stakeholders identifying current activities and updates to the drawing and data management system. Prepare other written communications including minutes and reports to keep properties up to date
- Monitor that all data is being saved by users in an organized manner and edit when required to ensure good online data library practices
- Assist with coordinating activities and providing guidance on CAD drawings and troubleshooting as required to both internal and external clients/consultants
- Assist other CF departments with direction on maintaining and updating on other CAD drawings and data and any other relevant documentation as required
- Ensure procurement documentation includes appropriate delegated authorities' procedures, policies and requirements and they are properly maintained and filed
- Provide additional administrative support as required
What your strengths are:
- Ability to learn and train virtually
- Strong skills in Excel and Google products
What you need to succeed:
- 5+ years related experience or relevant post-secondary education with 2+ years’ experience in an online data management system working with CAD drawing and data architecting
- Ability to understand CAD and interpret drawings
- Computer proficiency required (e.g., Google Workspace, Google Docs, Google Forms, MS Office, Excel)
- Experience in implementing enterprise data management processes, procedures and decision support
- Demonstrated experience in data governance
- Project construction and/or facilities management experience is an asset