Document Controller

2 weeks ago

Toronto, 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

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