West Coast Pre Fab Ltd. (WCPF) is looking for a detail-oriented and organized Document Controller to join our team. This position will provide administrative and document control support to our Projects, Operations and Fabrication teams, helping ensure information is accurate, organized, up to date, and available when needed.

The Document Controller will work closely with Central Admin, Shop Fabrication, Project Managers, Project Coordinators, Estimators, Accounting, Subcontractors, and others. This is a hands-on position for someone who is organized, has strong attention to detail, and can manage multiple priorities while keeping projects and documentation moving forward.

It is 100% in person.

Responsibilities

Document Control

- Maintain organized project files and documentation in accordance with requirements.
- Manage document control and revision tracking for project documentation.
- Maintain registers and track revisions.
- Prepare and distribute document and drawing transmittals.
- Standardize and maintain project templates, forms, and checklists.
- Maintain accurate client, vendor, subcontractor, and project contact information.
- Track project-specific certifications, qualifications, orientations, and other required documentation.

Project Administration

- Support Project Managers, Project Coordinators, and Estimators with day-to-day project administration.
- Follow up with clients, consultants, subcontractors, suppliers, and internal team members to obtain outstanding information and documentation.
- Assist with project setup, job file creation, and maintaining project information within company systems.
- Assist with preparation of quotes, bid packages, and tender documentation using information provided by the project team.
- Proofread cover letters, proposals, and other project correspondence.

Billing, Timekeeping & Job Costing

- Enter and maintain hours, financial information, and other project-related data in company software.




- Collect and review employee, subcontractor, and third-party timesheets.
- Assist with preparation of shop and project billing documents.
- Support progress billing and ensure required supporting documentation is complete and available.

Contracts, Subcontractors & Vendors

- Maintain subcontractor and vendor documentation.
- Track subcontractor contracts and required supporting documentation.
- Track insurance certificates, WCB/Workers' Compensation documentation, business licences, permits, and other project requirements.

Security & Confidential Records

- Assist with the coordination of background screening and reliability status requirements.
- Maintain confidential employee and security screening files, ensuring documentation is accurate, organized, and up to date.
- Maintain confidentiality when handling employee, security, client, financial, contractual, and company information.

General Administration

- Provide general administrative support to Operations, Projects, and other departments as required.
- Prepare weekly and monthly administrative reports and management reports as required.
- Assist with company phone and key administration as required.
- Adapt to changing priorities and assist with occasional administrative tasks across departments.

What We Are Looking For

- Minimum 3 years of experience, preferably in construction, industrial maintenance, engineering, or a similar project-based environment.
- Experience with document control, project administration, or construction administration is an asset.
- Strong working knowledge of Microsoft Office,



particularly Excel, Word, and Outlook.
- Intermediate or Advanced Excel skills.
- Experience with company software, project documentation, databases, or document management systems is an asset.
- Experience with construction office tasks such as quoting, invoicing, timesheets, or job-cost tracking is an asset.
- Robust organizational skills and exceptional attention to detail.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Robust written and verbal communication skills.
- Ability to work professionally with Project Managers, field personnel, clients, subcontractors, suppliers, and other stakeholders.
- Strong follow-up skills and the ability to identify missing information and take the initiative to get it resolved.
- Ability to maintain confidentiality when handling sensitive information.
- Willingness to learn new systems, processes, and areas of the business.
- Positive attitude, reliability, and a willingness to support the team.
- Office Administration, Business Skills, or related post-secondary education is an asset.
- Must be willing to complete background screening and obtain government security status where required.

What You Can Expect

This position provides an opportunity to work across multiple areas of the company and gain experience in project administration, document control, construction operations, and project support. The successful candidate will become an important resource to our project teams by helping keep information organized, deadlines on track, and documentation complete.

If you are someone who enjoys keeping things organized, catching details others may miss, and taking ownership of getting information where it needs to go, we would like to hear from you.

#wcpfos

Pay: From $30.00 per hour

Benefits:

- Casual dress
- Dental care
- Paid time off
- RRSP match

Work Location: In person

📌 Document Controller (Chemainus)
🏢 West Coast Pre Fab
📍 Chemainus