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Project Controls Coordinator
Davie
Lévis, Quebec
Full-time
As the Project Controls Coordinator, you will provide coordination and administrative support to the Project Controls function across assigned programs. You will ensure that change…
Coordinator, Document Management
VIA HFR - VIA TGF Inc
Toronto, ON · Montreal, QC
Would you like to take on a stimulating, high-impact challenge? We are looking for an Coordinator, Document Management. This position may be based in either our Toronto or Montreal office.
Coordinator, Document Management
VIA HFR - VIA TGF Inc
Montreal, QC · Toronto, ON
Would you like to take on a stimulating, high-impact challenge? We are looking for an Coordinator, Document Management. This position may be based in either our Toronto or Montreal office.
Project Controls Coordinator
PCL Construction
Edmonton, AB
As a Project Controls Coordinator for PCL Industrial Management Inc. based out of our Edmonton, Alberta (Ind Mgmt) office, you'll have the opportunity to assist the project manager and…
Project Controls Coordinator
PCL Construction
Edmonton, AB · Fort Saskatchewan, AB
Here's how a Project Controls Coordinator for PCL Industrial Management Inc. contributes to our team
Quality Document Coordinator
Young Innovations
Brantford, ON
$22 to $28 USD / hour
Full-time
Germiphene, a Young Innovations company, is looking for a detail-driven Quality Assurance Document Coordinator to be the backbone of our controlled document system. You'll keep our QT9…
Project Controls Coordinator - Industrial
Graham
Saskatoon, SK
Part-time
Graham is actively recruiting for a Project Controls Coordinator supporting the Industrial Division. Reporting to Project Director, the incumbent supports project planning, forecasting,…
Co-op, Project Controls Coordinator
Aecon
Toronto, ON
Assist and support Risk Director, Project Managers and Project Controls Analysts with risk analysis, benchmarking and document initiatives.
Added 22 hours ago
Document Controller & LEM Coordinator
WSG Energy Services
Squamish, BC
The WSG Document Controller & LEM Coordinator is responsible for maintaining accurate, complete, and auditable project records throughout the lifecycle of the work. This role controls…
Document Management Coordinator
PROVINCIAL AEROSPACE LTD
Ottawa, ON
Full-time
PAL Aerospace is seeking an experienced Document Management Coordinator to support the FAcT Program and departmental performance initiatives, preferably based in our Ottawa, ON office. This…
Co-op Assistant Coordinator, Cost Controls
Aecon
Toronto, ON
Assist and support Project Controls Manager, Project Managers and Project Controls Analysts with project reporting, performance analysis, and document control initiatives.
Project Coordinator
Houle
Burnaby, BC
Full-time
We're looking for a highly organized Project Coordinator to work closely with the Project Controls team, Schedulers, Project Managers and Superintendents keep project data, plans, and…
Project Coordinator
Aecon Group Inc.
Edmonton, AB · Greater Edmonton Metropolitan Area
Full-time
The Project Coordinator is a highly motivated self-starter who supports various aspects of project execution based on business needs. This role requires strong organizational skills,…
Project Coordinator
Aecon
Edmonton, AB · Fort Saskatchewan, AB · Sherwood Park, AB
The Project Coordinator is a highly motivated self-starter who supports various aspects of project execution based on business needs. This role requires strong organizational skills,…
Construction Innovation Coordinator
Bird Construction
Mississauga, ON
Full-time
…managers, superintendents, forepersons, Workface Planners, Project Controls, engineering, procurement, quality, safety, document control, and subcontractors. The initial focus will be…
Construction Innovation Coordinator
Bird Construction
Mississauga, ON
Full-time
…managers, superintendents, forepersons, Workface Planners, Project Controls, engineering, procurement, quality, safety, document control, and subcontractors. The initial focus will be…
Field Support Coordinator
ERSG Ltd
NS · Nova Scotia, Canada
Contract
The Field Support Coordinator supports the Construction department with document control, performance of end-to-end inventory management, and other general administrative responsibilities.…
ION Indigenous Career Fair Talent Pool
AtkinsRéalis
Mississauga, Ontario
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Project Coordinator
Bird Construction
Mississauga, ON
Full-time
Project CoordinatorReporting to the Project Manager, the Project Coordinator will support the delivery of the York Biofuel Facility in East Gwillimbury, Ontario. Working closely with the…
Project Coordinator
Associated Engineering
Vancouver, BC
Full-time
Developing and maintaining document controls for internal systems and project collaboration sites.
Design & Certification Project Coordinator
Diamond Aircraft
London, ON
Experienced with MS Word (templates, style formatting, content controls, document properties)
Project Coordinator
Bird Construction
Regina, SK
Full-time
Responsible for assisting the Project Assistant in administrative project set-up and establishing document controls under the direction of the Project Manager.
Electrical EIT
Johnson Controls
Edmonton, AB · SA - Edmonton Orion
Full-time
Incorporate design changes into drawings and BOMs and work with the document coordinator ensuring accuracy and clarity of the change and effect on various departments.
Project Coordinator - Commercial Tenant Improvements
Faber Technologies
Calgary, AB
$60,000 to $75,000 CAD / year
Full-time
Assist in administrative project set up and establishing document controls under the direction of the Project Manager
Project Coordinator - Commercial Tenant Improvements
Faber Work
Calgary, AB
Assist in administrative project set up and establishing document controls under the direction of the Project Manager

VIA HFR - VIA TGF Inc

Coordinator, Document Management

Montreal, QC, H2Z 0C2, Canada
Toronto, ON, M5J 2M2, Canada

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At a glance

Automatically prepared from the listing. Check the original description for the full requirements.

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Responsibilities

The role involves administering and optimizing electronic document management systems to ensure the integrity, traceability, and distribution of project documentation. The analyst will manage workflows, monitor contractual compliance, and collaborate with multidisciplinary teams to ensure timely delivery of project records.

Requirements

Requires a post-secondary degree in Information Management, Business Administration, or a related field with 3 to 5 years of experience in document control. Proficiency in EDMS tools and strong bilingual communication skills in English and French are essential.

Experience

2 to 5 years

Education

bachelor degree

Working hours

40 hours per week

Job type

Full-time

Work arrangement

Hybrid

Skills

Document Control
Records Management
Aconex
SharePoint
Microsoft Office Suite
Workflow Optimization
Quality Review
Stakeholder Coordination
Technical Documentation
Version Control
Metadata Management
Bilingual English and French
Analytical Problem Solving
Project Administration
RACI Matrix
Document Numbering

Benefits

Medical Insurance
Dental Insurance
Life Insurance
Disability Insurance
Wellness and Health Accounts
Flex-Alto Account
Retirement Plan
RRSP
TFSA
Vacation
Incentive Compensation Program
Flexible Hybrid Work Mode

Visa sponsorship

Not detected in the job text

Keywords

Aconex
SharePoint
EDMS
Document Control
Records Management
High-Speed Train
Technical Specifications
Version Control
Metadata
RACI
Project Administration
Quality Assurance
Information Management
Construction Documentation
Engineering Terminology
Contractual Compliance
Document Lifecycle
Audit Reports
Performance Metrics
Bilingual

Original job description

At Alto, we are actively contributing to the transformation of Canada's future with our high-speed train project connecting Quebec City and Toronto. With the support of the Government of Canada, this innovative project aims to improve the quality of life of our citizens, strengthen ties between communities and stimulate economic growth.

Would you like to take on a stimulating, high-impact challenge? We are looking for an Coordinator, Document Management. This position may be based in either our Toronto or Montreal office.

The role

We are seeking a detail-oriented Document Management Coordinator to support the control, maintenance, and distribution of project documentation using Electronic Document Management Systems (e.g., Aconex, SharePoint).

The position provides day-to-day coordination and administrative support for document management activities, helping maintain document integrity, facilitate efficient workflows, and promote compliance with established project procedures and contractual requirements in a fast-paced project environment.

The responsibilities

Support the administration and day-to-day maintenance of Electronic Document Management Systems (e.g., Aconex, SharePoint), assisting with document tracking, accessibility, retrieval, reporting, and workflow activities.
Receive, log, upload, track, distribute, and maintain project documentation and records in accordance with established procedures and naming conventions.
Maintain the quality, integrity, traceability, security, and accessibility of project documentation, including drawings, technical specifications, contracts, permits, correspondence, and other project records.
Coordinate document workflows by routing documentation for review, approval, processing, and distribution, while following established turnaround targets.
Monitor document control activities for compliance with contractual requirements, document control procedures, and internal policies, escalating issues or discrepancies as appropriate.
Perform quality checks on documentation to identify discrepancies, duplicates, missing information, or non-compliance, and coordinate with project teams to facilitate resolution.
Prepare and maintain document registers, logs, trackers, status reports, and other document control records.
Maintain document distribution matrices, user permissions, access controls, and RACI assignments under established governance.
Provide day-to-day guidance and support to project personnel on document control systems, procedures, and best practices.
Perform other document control, records management, reporting, and project administration duties as assigned.

The requirements

Post-secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, training, and experience.
1-3 years of relevant experience in document control, records management, project administration, or document management systems.
Experience working with Electronic Document Management Systems (EDMS) is considered an asset.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
Basic understanding of records management principles, including document lifecycle, version control, and metadata concepts is considered an asset.
Strong written and verbal communication skills in English and French.
Ability to work in a fast-paced project environment while managing competing priorities.

Skills and Key Competencies

Strong organizational and prioritization skills with the ability to manage multiple tasks and meet deadlines.
High attention to detail and commitment to accuracy and quality.
Good analytical and problem-solving skills with the ability to identify issues and escalate them appropriately.
Ability to work independently while collaborating effectively with multidisciplinary teams.
Strong communication and stakeholder coordination skills.
Ability to interpret and consistently apply established procedures, workflows, standards, and document control requirements.
Strong coordination and follow-up skills to support the timely completion of document management activities.
Professionalism, accountability, integrity, discretion, and reliability.
Adaptability and the ability to work effectively in a dynamic project environment.
Structured, methodical, and process-oriented approach with a focus on consistency and continuous improvement.

Why join our innovative team?

Basic paid group insurance for you and your family: medical, dental, life, disability, etc.
Access to wellness and health accounts to support your lifestyle.
Flex-Alto account of $500 to encourage a healthier approach and a more sustainable mode of transportation.
A retirement plan and savings options (RRSP and TFSA).
Vacations based on experience, available upon hiring.
An incentive compensation program.
Flexible hybrid work mode.
A work environment that encourages initiative, innovation, and forward-thinking solutions.
A unique opportunity to shape the future of transportation in Canada.

We work to create high-performance, diversified teams

At Alto, we believe in the power of diverse teams. We aspire to provide an inclusive and equitable work environment where everyone can develop and flourish. Alto offers equal employment opportunities to all and invites qualified individuals, regardless of their identity, origin or situation, to apply.

Please let us know if you need any adjustments during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any adjustments confidential.

Please note that we will communicate only with those candidates whose applications are selected for further consideration. To find out more about the entire project, visit Alto - Home.

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