Project Records & Information Lead

ACCIONA is a global company, leading in the development of regenerative infrastructure that creates a positive impact on society. Our workforce consists of more than 65,000 professionals, present in more than 40 countries across the five continents, all contributing in our mission to design a better planet. Are you a passionate individual who wants to make a difference, promote sustainable development, and find solutions to the biggest global challenges including climate change, overpopulation, and water scarcity? Come and join us in building the infrastructure our planet needs to achieve a sustainable future.
 

 

We have successfully delivered large infrastructure projects across Canada since 2001.  Our leadership and expertise span the entire value chain from research and development through construction, operation and maintenance of projects.  Currently involved in some of Canada’s largest infrastructure projects, ACCIONA delivers solutions that contribute to the economic and social progress of the communities in which it operates. www.acciona.ca 

The Project Records & Information Lead is responsible for leading the Project Records and Information Management function and coordinating the implementation and oversight of project quality documentation processes.

This role ensures that all project documentation, records, and quality-related information are properly controlled, traceable, and compliant with contractual, regulatory, and corporate requirements, aligned with principles consistent with ISO 9001.

The position serves as the central coordination point between engineering, construction, procurement, commissioning, and project quality teams, leveraging platforms such as Procore and Aconex to ensure consistent application of document governance, formal records retention, and turnover documentation authority throughout the project lifecycle.

In conjunction with the Handover Quality Manager, this role holds formal authority over turnover documentation preparation and validation, ensuring that as-built records, inspection documentation, test reports, commissioning records, and contractual deliverables are properly compiled, verified, and transferred to the Owner in full compliance with project and contractual requirements.

Leadership

• Lead and maintain the Project Document and Records Management Systems, including Procore and Aconex.
• Establish, maintain, and enforce document numbering systems, metadata standards, templates, workflows, and transmittal processes.
• Ensure full document lifecycle control (draft, review, approved, superseded, archived).
• Manage drawing control, revision tracking, and controlled distribution.
• Serve as the single point of authority for project documentation and records governance.
• Ensure controlled issuance of IFC drawings, specifications, procedures, and technical submittals.
• Conduct periodic compliance audits to verify correct document usage in the field.
• Coordinate turnover documentation packages and final handover deliverables.
• Drive continuous improvement of information workflows and system efficiency.

Quality Coordination

• Coordinate and monitor quality documentation processes within Procore, including:

• NCR tracking and workflow management
• Action Plan monitoring and close-out
• Inspection & Test Plan (ITP) record tracking
• Deficiency management
• Lessons Learned documentation

• Ensure quality records are properly uploaded, validated, and traceable.
• Facilitate internal and external audit coordination and track corrective actions.
• Support preparation of quality dashboards and reporting using system data.
• Act as liaison between site teams and Project Quality.
• Monitor completeness of quality documentation to ensure audit readiness and turnover compliance.
•  Support Project Handover and Closeout documentation activities.

Note: This role coordinates and facilitates quality documentation processes but does not replace discipline QA/QC inspectors or construction quality responsibilities.

Governance & Compliance

• Ensure alignment between records management workflows and project quality processes.
• Maintain audit-ready documentation across Procore and Aconex.
• Ensure compliance with contractual documentation, retention, and regulatory requirements.
• Maintain formal records retention protocols and defensible archiving practices.
• Ensure traceability between inspections, test reports, NCRs, submittals, and final turnover documentation.
• Liaise with designers, consultants, subcontractors, and internal teams to resolve documentation discrepancies.
• Identify and recommend system and process improvements to enhance compliance and efficiency.

Leadership & Team Support

• Supervise and support Document Control personnel.
• Provide training and guidance on Procore and Aconex workflows.
• Support onboarding and awareness training on records governance requirements.
• Foster collaboration between quality, engineering, construction, and commissioning teams.
• Promote a culture of accountability, traceability, and information integrity.

Knowledge, Skills & Abilities

Knowledge

• Working knowledge of ISO-based Quality Management Systems, particularly ISO 9001.
• Strong understanding of document lifecycle management and formal records retention.
• Knowledge of contractual turnover requirements and compliance frameworks.
• Advanced knowledge of Procore and Aconex systems.
• Familiarity with engineering drawings, specifications, inspection records, commissioning documentation, and construction turnover documentation

Skills

• Strong organizational and governance skills.

• Excellent analytical and documentation verification capability.
• Strong communication and stakeholder coordination skills.
• Ability to manage multiple priorities in a complex infrastructure environment.
• Strong reporting and audit preparation capability.

Abilities

• Ability to lead records governance across multiple disciplines.
• Ability to interpret contractual requirements and implement structured documentation processes.
• Ability to identify documentation gaps and implement corrective measures.
• Ability to support audit, regulatory review, and dispute resolution through defensible records management.

• 8+ years of document control or quality information management experience in engineering or construction.
• Experience coordinating Quality Management Systems within a project environment.
• Minimum 2 years in a supervisory or lead role.
• Demonstrated experience using Procore and Aconex.
• ISO 9001 familiarity required; Lead Auditor certification considered an asset.
• Experience on large-scale infrastructure projects preferred.
• Strong ability to organize, schedule, and coordinate workload to meet deadlines and milestones.
• Proficiency in Microsoft Office and Adobe Acrobat; additional software experience (Visio, Publisher, etc.) considered an asset.

ACCIONA has been given the Top Employer 2022, 2023, 2024 & 2025 certification in Canada, as well as the Top Employers North America 2022, 2023, 2024 & 2025 seal, which certifies the company's commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies. As a company that values diversity as a source of talent, we work to foster an inclusive environment that promotes respect, belonging and engagement so that all people can participate on an equal opportunity basis. We invite everyone to apply regardless of origin, circumstances, background or condition.