Document Management Specialist

3 months ago

Montréal QC, Canada Via HFR Full time

At VIA HFR, we are re-imagining passenger rail service on behalf of the Government of Canada Our goal is to create a new sustainable train network that that will run faster, more often and will be more reliable between Toronto and Québec City. The HFR project is Canada's largest infrastructure project in generations.

Are you ready to take on a stimulating and impactful challenge? Look no further: VIA HFR is looking for a Document Management Specialist who will serve as the primary business owner of the Document Management System (DMS) for the VIA HFR project.

**The role**

Reporting to the Director, Project Controls, this role ensures the efficient handling, storage, and security of project documentation, in compliance with legal and contractual requirements. The Document Management Specialist will collaborate with IT, vendors, and internal teams to configure, maintain, and optimize the system, while providing user support, process standardization, and reporting for key stakeholders.

**The responsibilities**
- Collaborate on the implementation of the Oracle Aconex DMS with IT department, system vendors or consultants to configure, test, and deploy, ensuring it meets all technical and operational requirements.
- Post-implementation, oversee its daily operation, and ensuring optimal usage by all stakeholders.
- Establish and implement policies and procedures regarding document storage, sharing, transmission, and destruction.
- Establish and manage processes for document review, and approval, ensuring compliance with contractual agreements.
- Provide support and training to internal and external users, resolving any issues related to the DMS, and ensuring users are proficient in its functionalities.
- Extract and analyze reports on business process KPIs, ensuring accurate and timely data is fed into contract management for validation.
- Prepare progress reports, technical documentation, and presentations for project stakeholders, including executive leadership, investors, and regulatory authorities.
- Develop and implement standardized documents and reporting formats for DMS to ensure consistency and clarity in communication across various project stakeholders.
- Ensures company complies with applicable laws and regulations regarding data security and document management.
- Collaborate with the Project Controls team to integrate DMS functionalities with other project management tools and systems.
- Stay updated on the latest developments in DMS technology and best practices, recommending and implementing improvements as necessary.

**The requirements**
- Bachelor’s degree in Information Technology, Business Administration, Engineering or a related field.
- Minimum of 5 years experience in document management, preferably within large-scale infrastructure or construction projects.
- Proven experience with document management systems (DMS), such as Oracle Aconex, or other similar platforms.
- Familiarity with project controls and project management practices is advantageous.
- Strong understanding of document control procedures, including storage, sharing, and archiving.
- Proficiency in managing document workflows and approvals.
- Experience in integrating document management systems with other project management tools.
- Solid knowledge of data security regulations and best practices, ensuring compliance with legal and regulatory requirements.
- Excellent communication skills, with the ability to provide training and support to both technical and non-technical stakeholders.
- Strong organizational skills with attention to detail, particularly in managing large volumes of documentation across multiple teams.
- Problem-solving abilities, especially in resolving DMS-related issues or user challenges.
- Analytical skills for generating reports and extracting insights from document data to inform project progress.
- Fluency in both of Canada's official languages is required.

**Why join our innovative team?**
- Group insurance that is fully paid for you and your family, including medical, dental, life, disability, etc.
- A pension plan and saving options (RRSP and TFSA)
- Flexible benefits: access to wellness and health accounts to support your lifestyle
- Vacation based on experience, available as soon as you're hired
- Incentive bonus program
- Work in flexible hybrid mode
- A work environment that encourages initiative, innovation and forward-thinking solutions
- A unique opportunity to craft the future of transportation in Canada

**We strive to create strong and diverse teams**

At VIA HFR, we believe in the strength of diverse teams. We aspire to offer an inclusive and equitable work environment where everyone can develop and flourish. We therefore invite all qualified individuals, whatever their identity or specificity, to apply. You can learn more about the whole project on our VIA HFR webpage.

Please let us know if you require any adjustments during the recruitment process. We will do our utmost to

  • Bilingual Document Specialist

    3 weeks ago

    Montréal, QC, Canada McCarthy Tétrault LLP Full time

    **Job Description**: At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of_ _Canada’s Top 100 Employers_ and one of_ Canada’s Best Diversity Employers_. Our culture is built on professional excellence, collaboration, innovation, thought...

  • Legal Document Production Specialist

    3 months ago

    Montréal, QC, Canada INNER CIRCLE AGENCY Full time

    **Job Opportunity**: Legal Document Production Specialist (Litigation) - 100% Remote - Montreal, QC **Position Details**: - Location: 100% Remote, based in Montreal, QC - Salary: $50,000 to $80,000 annually depending on experience plus benefits **About the Role**: Start a new chapter in your professional journey with our esteemed law firm. Enjoy the...

  • Qms and Documentation Specialist

    2 months ago

    Montréal, QC, Canada Medisca Pharmaceutique Inc Full time

    **Medisca** is a global corporation with locations throughout North America, Australia, and Europe, that contributes to healthcare by leveraging strong partnerships that deliver customized solutions with an unwavering commitment to quality and innovation. Backed by 30+ years and a strong foundation in pharmaceutical compounding, **Medisca** is a...

  • Documentation Specialist, Sales Operations

    4 months ago

    Montréal, QC, Canada Mitsubishi HC Capital Canada Full time

    Mitsubishi HC Capital Canada and its parent company, Mitsubishi HC Capital America, form the largest non-captive, nonbank commercial finance company in North America constantly growing and transforming to contribute to a prosperous and sustainable future, creating social value through optimizing the potential of assets. Joining Mitsubishi HC Capital Canada...

  • R&d Documentation Specialist

    4 months ago

    Montréal, QC, Canada Actalent Full time

    **_Appliquez MAINTENANT et vous serez contacté dans les 2 jours de travail._** **Actalent est à la recherche d'un spécialiste de la documentation R&D pour travailler dans une entreprise médicale située à Saint Laurent pour une opportunité à long terme.** **Description**: - Créer, coordonner et maintenir tous les fichiers de documents contrôlés...

  • Document Specialist

    6 months ago

    Montréal, Canada Davies Ward Phillips & Vineberg LLP Full time

    About Davies Davies is a top-tier Canadian law firm focused on high-stakes matters. With offices in Montreal, Toronto and New York, we are consistently at the centre of the most challenging deals and cases in Canada and abroad. A position at Davies is more than just a job. When you join the firm, you will be welcomed by a team that places as much emphasis...

  • Bilingual Documentation Specialist

    3 months ago

    Montréal, QC, Canada BMO Financial Group Full time

    105 rue St-Jacques O MONTREAL Quebec,H2Y 1L6 Supports all sales forces in the opening, maintenance and closing of accounts and services. Directly impacts the bank’s ability to meet manage risk and regulatory requirements through the timely preparation, review and analysis of treasury management agreements and deposit account documentation. Ensures...

  • Documentation Specialist

    3 months ago

    Montréal, QC, Canada Intact Full time

    Our employees are at the heart of what we do best: helping people, businesses and society prosper in good times and be resilient in bad times. When you join our team, you’re bringing this purpose to life alongside a passionate community of experts. Feel empowered to learn and grow while being valued for who you are - here, diversity is a strength. You...

  • Specialist Manufacturing, Documentation

    6 months ago

    Montréal, Canada Centre de production de produits biologiques Inc Full time

    The Biologics Manufacturing Center (BMC) inc. is a new bio-manufacturing facility whose construction was completed in June 2021. As a not-for-profit organization having a public interest mandate, BMC is a key player in Canada's ability to respond rapidly to future national and global health emergencies. In addition, BMC supports projects of public interest,...

  • Document Control Manager

    3 weeks ago

    Montréal, QC, Canada SYSTRA Full time

    : SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods: feasibility studies of building a new railway line,...

  • Technicien en Documentation

    3 months ago

    Montréal, QC, Canada English Montreal School Board Full time

    **English version below** **Nature du travail** Le rôle principal et habituel de la personne salariée de cette classe d’emplois consiste à réaliser des travaux techniques ayant trait à l'organisation et au fonctionnement d’un ou de centres de documentation tels qu’une bibliothèque ou un centre de gestion de documents. Dans son travail, la...

  • Technical Documentation Specialist

    6 months ago

    Montréal, Canada WeighPack Systems Inc Full time

    **Who we are**: - WeighPack has become a leader in developing and manufacturing Packaging Machinery solutions worldwide alongside our partner companies in the US, Italy, and China. Our diverse and multi-disciplined team of professionals are fun and exciting to work with as our general population are skilled labor committed to growth. We are a transparent...

  • Bilingual Process Design

    4 months ago

    Montréal, QC, Canada Manulife Full time

    We are a leading financial services provider committed to making decisions easier and lives better for our customers and colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. To help us stand out, we help you step up, because when colleagues are healthy, respected and...

  • R&d Documentation Specialist

    6 months ago

    Montréal, Canada Boston Scientific Corporation Full time

    **Work mode**:Hybrid**Onsite Location(s)**:Montreal, QC, CA**Additional Location(s)**: Canada-QC-Montreal**Diversity - Innovation - Caring - Global Collaboration - Winning Spirit - High Performance** - At Boston Scientific, we’ll give you the opportunity to harness all that’s within you by working in teams of diverse and high-performing employees,...

  • Quality Control, Documentation Specialist

    1 week ago

    Montréal, Canada Velan Inc. Full time

    **Department**: Quality Control **Location**: Montréal, QC (Canada) **Date Posted**: December 12, 2024 The Quality Control, Documentation Specialist coordinates the compilation and ensures the integrity of documentation required and demanded by customers for the delivery of orders for valves and spare parts of low and medium technical and regulatory...

  • Training and Documentation Specialist

    6 months ago

    Montréal, Canada Manulife Full time

    We are a leading financial services provider committed to making decisions easier and lives better for our customers and colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. To help us stand out, we help you step up, because when colleagues are healthy, respected and...

  • Document Control Coordinator

    4 months ago

    Montréal, QC, Canada Kiewit Corporation Full time

    **Requisition ID**:173363 **Job Level**:Mid Level **Home District/Group**: Ganotec District **Department**:Document Controls **Market**:Industrial **Employment Type**:Full Time **Position Overview**: Ganotec is looking for a document control person to work in our Pointe-Aux-Trembles office. **District Overview**: As an industrial contractor, Ganotec...

  • Document Handler

    3 months ago

    Montréal, QC, Canada Symcor Inc. Full time

    About Symcor With our exceptional standards in safety and security, Symcor supports banking, wealth management, telecommunications, insurance, payroll, and utility markets with innovative and resilient solutions in payment processing (COR.PAY), customer communications & experiences (COR.CCX) and solutions to aid the prevention of fraud (COR >IQ). We help...

  • Document Control Officer

    6 months ago

    Montréal, Canada BBA Full time

    **Type of position**: Regular **With us, you’ll get the opportunity to...** - Monitor document quality and ensure engineering documents are processed and saved properly. - Save client and vendor documents in the computer system. - Ensure document control procedures are applied. - Validate transmission slip consistency. - Advise and support project team...

  • Document Specialist, Residential Mortgages

    6 months ago

    Montréal, Canada CMLS Financial Full time

    **Document Specialist, Residential Mortgages** **Montreal, QC** **About the role**: - Establish and maintain positive relationships with broker partners - Interact with mortgage brokers for the collection of all required documents to satisfy all broker conditions - Review and verify accuracy of required documentation, including, but not limited to;...