Document Controller

3 weeks ago

Toronto ON, Canada Pantheon Inc Full time

We are seeking an experienced and business focused Document Controller, with a proven track record of successfully implementing document management systems from the ground up. This role will set document quality standards, document meta data standards, recommend folder structure and train staff on the DMS. This role is to act as the resident expert or Subject Matter Expert on the DMS system and can advise on implementing new functions and capabilities as required. A knowledge of OpenText EDRMS would be an asset.

The focus of the role over the next nine months is to bring document management processes, standards, and discipline to the Procurement department. This may eventually expand to include all departments within the Payments division so initial planning needs to take this expansion into account.

This role will be part of the Procurement and Transformation program team.

Primary Responsibilities:

Responsibilities include but not limited to:

  • Initializes the electronic document management system (EDRMS) from inception to implementation
  • Assists in developing staff change management processes to facilitate successful user migration from legacy EDRMS to new document management system
  • Initializes folder structure and ensures proper document storage per folder structure
  • As Super User, administrates the document management system (e.g., sets up users, establishes security rights, maintains user groups, and manages security of documents according to established security policies and procedures)
  • Upload initial set of documents from the legacy EDRMS to the new document management system
  • Establishes new document workflows as needed and monitors documents throughout review processes
  • Creates new document meta-data as may be needed for new document creation to maintain a highly effective and efficient document management system
  • Reviews document quality for compliance with established policies and procedures, and reports feedback to originator
  • Ensure the established documentation work processes are implemented, followed, and maintained, including quality assurance checks to demonstrate conformance, thereby ensuring that accurate records are kept and maintained for proper audit trails
  • Act as a gatekeeper to ensure only documents that meet required criteria are stored in the EDRMS
  • Performs internal document control audits to ensure policy, process, and quality compliance
  • Identifies, recommends, and implements new and revised document control processes, policies, and procedures
  • Acts as a point of contact between the PMO department and internal stakeholders Prepares training materials, and arranges and delivers training sessions to project teams and in one-on-one training sessions
  • Communicates effectively with managers to provide ongoing work status updates
  • Assists end users with document search requests

Relevant Qualifications and Experience:

  • Minimum two (2) years’ experience with document management or document control systems.
  • Experience in the set-up of a documentation management system and structure(s) an asset.

Skills:

  • Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes
  • MS Office Suite (Outlook, Word, Excel, PowerPoint, etc.), Adobe Acrobat Professional and database administration experience to review and manage document control processes
  • MS SharePoint and MS Teams experience
  • Prior use of OpenText an asset

Personal Attributes:

  • Interpersonal and oral/written/presentation communication skills to review and edit documents for compliance with document control policies and processes, act as a point of contact between the department and internal stakeholders, and develop and deliver training

Certifications / Education:

None required

  • Document Control Coordinator

    2 weeks ago

    Toronto, ON, Canada Crosslinx Transit Solutions Full time

    Overview Document Control Coordinator Crosslinx Transit Solutions (CTS) is a consortium comprised of EllisDon, AtkinsRéalis, Aecon and Dragados. CTS is building significant infrastructure in the Toronto Area and is seeking a Document Control Coordinator This position will assist the Document Control Manager and Construction Manager in the day to day...

  • Document Controller

    7 days ago

    Toronto, Canada ALSTOM Full time

    Req ID:439863 Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the...

  • Document Controller

    6 days ago

    Toronto, Canada ALSTOM Full time

    Req ID:402728 Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the...

  • Document Controller

    3 days ago

    Toronto, Canada ALSTOM Full time

    Req ID:450624 Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the...

  • Document Controller

    4 weeks ago

    Toronto, Canada Selrhub It Solutions Full time

    **Responsibilities**: - Manage the organization, distribution, and maintenance of documents and records in a centralized document management system. - Ensure that all documents are accurately labeled, filed, and stored according to established procedures and standards. - Monitor document lifecycle from creation to disposal, ensuring compliance with...

  • Document Controller

    4 days ago

    Toronto, Canada Alstom Full time

    Req ID:450624  Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the...

  • Document Controller

    6 days ago

    Toronto, Canada Astaldi Canada Full time

    **Confidential - Construction and Engineering Industry** **Document Controller** **Role and General Responsibilities** - Ensure that the confidentiality of sensitive information is protected and handled according to procedures/instructions - Organize and maintenance of all documentation pertaining to the project; including RFI’s, DCN's, NCR’s...

  • Document Controller

    3 days ago

    Toronto, Ontario, Canada Alstom Full time

    Req ID:450624 Imagine playing a central role in reducing the carbon footprint of Canada's busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the...

  • Document Controller

    4 weeks ago

    Toronto, Canada Dragados Canada Inc. Full time

    Dragados Canada, Inc., the Canadian construction arm of the ACS Group (one of the world’s largest international construction and engineering companies), is seeking a talented and experienced Assistant Project Manager (Construction) to join its dynamic and energetic team. Dragados Canada was established in 2008 and has grown steadily into an...

  • Document Controller

    1 month ago

    Toronto, Canada Dragados Canada Inc. Full time

    Dragados Canada, Inc., the Canadian construction arm of the ACS Group (one of the world’s largest international construction and engineering companies), is seeking a talented and experienced Document Controller to join its dynamic and energetic team. Dragados Canada was established in 2008 and has grown steadily into an industry-leader in Canada, with...

  • Document Controller

    16 hours ago

    Toronto, Canada Randstad Canada Remote Work Freelance Full time

    Our client seeks a business-oriented Document Controller with a demonstrated history of effectively launching document management systems. Responsibilities include establishing document quality and metadata standards, recommending folder structures, and providing DMS training. Acting as the resident expert, you will advise on implementing new functions and...

  • Document Controller

    1 day ago

    Toronto, Canada Randstad Canada Full time

    Our client seeks a business-oriented Document Controller with a demonstrated history of effectively launching document management systems. Responsibilities include establishing document quality and metadata standards, recommending folder structures, and providing DMS training. Acting as the resident expert, you will advise on implementing new functions and...

  • Document Controller

    1 month ago

    Toronto, Canada Spirits Canada Full time

    **Job Details** **Pay Rate**: $25 Per Hour - 4-week contract with possibility of extension **Job Type**: Full-Time Contract Spirits Canada is looking for a Document Controller to prepare, manage and file documents for our projects. Document Controller responsibilities include typing contracts, archiving files and ensuring all team members have access to...

  • Document Controller

    3 days ago

    Toronto, Canada Alstom Full time

    Req ID:450624  Imagine playing a central role in reducing the carbon footprint of Canada’s busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through...

  • Document Controller

    1 day ago

    Toronto, Canada ALSTOM Full time

    Req ID:450624 Imagine playing a central role in reducing the carbon footprint of Canada's busiest public transit system and doing so with a consistently ranked Top Employer with a global reach. As part of the ONxpress consortium, Alstom is proudly working to transform the collective mobility of the Greater Toronto and Hamilton areas (GTHA) through the...

  • Document Control Manager

    4 weeks ago

    Toronto, ON, Canada Turner & Townsend Group Full time

    At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, anddoing our part to create a prosperous society. Our team is dynamic, innovative and client-focused. Our clients value our proactive approach, depth of expertise, integrity and the...

  • Document Controller

    1 month ago

    Toronto, Canada SNC-Lavalin Full time

    **Document Controller** **Come join us in reshaping the future with SNC Lavalin. SNC Lavalin is dedicated in engineering a better future for our planet and its people.** SNC-Lavalin’s Major Projects division is in search of a **Document Controller** to join a transformative transit infrastructure project in Toronto. The Document Controller role will be...

  • Document Control Manager

    1 month ago

    Toronto, Canada CAD Industries Ferroviaires Ltée Full time

    **Document Control Manager** **Company Summary**: Cad Rail Industries Ltd was founded in 1968 and is headquartered in Montreal. We take pride in being North America’s leader of full-service solutions in the freight, passenger and commuter rail industries in Canada, the United States and offshore. Cad Rail has other facilities in Calgary, Lethbridge (under...

  • Document Control Coordinator

    1 month ago

    Toronto, Canada Crosslinx Transit Solutions Full time

    Posted Date 1 month ago(1/18/2024 3:46 PM) - Job ID- 2024-2300- # of Openings- 2- Type- Temporary Full-Time- Area of Expertise- Construction**Overview**: **Document Control Coordinator** Crosslinx Transit Solutions (CTS) is a consortium comprised of EllisDon, AtkinsRéalis, Aecon and Dragados. CTS is building significant infrastructure in the Toronto Area...

  • Document Control Coordinator

    1 week ago

    Toronto, Canada Crosslinx Transit Solutions Full time

    Overview Document Control Coordinator Crosslinx Transit Solutions (CTS) is a consortium comprised of EllisDon, AtkinsRéalis, Aecon and Dragados. CTS is building significant infrastructure in the Toronto Area and is seeking a Document Control Coordinator This position will assist the Document Control Manager and Construction Manager in the day to day...