Document Control Coordinator II

Document Control Coordinator IIThe OptiMinds Inc. is seeking a highly organized and detail-oriented Document Control Coordinator II to support capital improvement and construction program operations. This role is responsible for maintaining the integrity, accuracy, organization, and accessibility of project documentation while ensuring compliance with established document control procedures and records management standards.Working closely with project managers and program leadership, the Document Control Coordinator II will provide document control and administrative support, maintain project records, manage electronic and hard-copy documentation, and assist with contract administration, invoice documentation, and records retention activities.Key ResponsibilitiesProvide day-to-day support in the administration and maintenance of the organization's document control system.Process, review, distribute, and track incoming and outgoing project documentation in accordance with established document control procedures.Perform high-volume data entry while ensuring the accuracy, completeness, and integrity of project records.Apply document coding, indexing, and filing standards to maintain organized and easily retrievable electronic and hard-copy records.Maintain, organize, archive, and retrieve project documentation using electronic document management systems.Perform records management activities, including document retention, archiving, and disposition in accordance with organizational policies.Support the management and maintenance of contract documentation, including revisions, amendments, correspondence, and supporting records.Process, log, and maintain invoice documentation and related project records.Assist with responding to document requests by locating, organizing, and preparing required documentation within established timelines.Review documentation for completeness, accuracy, and compliance prior to distribution and filing.Coordinate with project teams, consultants, and internal stakeholders to obtain, distribute, and maintain required project documentation.Generate document tracking logs, reports, and status updates for management.Maintain confidentiality of sensitive and proprietary information.Support continuous improvement initiatives related to document control processes and procedures.Perform other document control and administrative duties as assigned.Minimum QualificationsHigh school diploma or equivalent required.Minimum of three (3) years of administrative support experience.Experience with data entry, document processing, filing, and records management.Experience maintaining contract documents, invoice records, and project documentation.Experience using electronic document management systems.Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Adobe Acrobat.Strong organizational, time management, and multitasking skills.Excellent attention to detail and commitment to maintaining accurate records.Strong written and verbal communication skills.Preferred QualificationsExperience in document control, records management, or construction administration.Experience using DocView or a comparable electronic document management system.Experience supporting capital improvement, construction, engineering, architecture, or public infrastructure projects is highly desirable.The OptiMinds Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace for all employees. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.