Document Control & Administration Clerk

Job Summary

Reporting to the Document Control Specialist, the Document Control and Administration Clerk will provide document control services and assist with general day to day administration requirements for the Great Bear Project.

Essential Functions

• Follow and maintain document control processes, systems, and procedures.
• Review submitted documents for accuracy and completeness, and ensure metadata is complete in the Great Bear Resources Document Control system.
• Quality check and distribute all “controlled” documents.
• Ensure document routing, review, and approval follow the Document Distribution Matrix (DDM) and established workflow rules.
• Maintain document distribution matrix.
• Provide document control training and support to users of the document control systems.
• Develop and maintain good relations with internal and external parties (engineering consulting firms, contractors, etc.)
• Ensure shared collaboration sites are structured and maintained.
• Ensure that all forms and templates adhere to Project standards and brand guidelines and are stored in the appropriate controlled libraries.
• Ensure team adheres to document control procedures, standards and work instructions.
• Proactively identify any deviations from procedures, report as needed and demonstrate a commitment to maintaining processes.

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• Generate reports and metrics related to document control activities for management review, as needed.
• Respond to inquiries and provide support for document retrieval and access.
• Conduct periodic audits to ensure compliance with processes.
• Recommend improvements to procedures or systems to address issues and concerns.
• Assist with development of new templates in MS Word/Excel/Power Point.
• Assist with formatting documents, templates, and forms and ensure that documents are aligned with standards and branding guidelines.
• Work in a healthy work environment with full support, cooperation, and commitment to satisfy our operation’s goal of being accident-free.
• Support a work environment that is aligned with Kinross’ Safeground principles.
• Comply with federal and provincial acts and regulations, and legal requirements.
• Adhere to all relevant Great Bear policies and procedures.
• Perform other duties as assigned.

Qualification and Skill Requirements

A post-secondary education in business or office administration, with a minimum of 5 years experience in office administration and/or document control. Working in the mining industry or an engineering firm is considered an asset. Experience with various document control systems, including SharePoint and Teams is an asset.

• Capable of learning and adapting to new equipment and software.
• General working knowledge of administration and document control practices.
• Experience in Electronic Document Management systems.
• Strong computer skills including extensive knowledge of Microsoft Office applications.
• Excellent customer service skills.
• Excellent prioritization and time management abilities and able to adhere to tight timelines.
• Works effectively in a fast-paced, dynamic environment and adapts well to constant change.
• Able to manage multiple priorities and projects, able to meet deadlines and work under pressure.

This position is a 5X2 rotation, and is located in Red Lake, Ontario.