Document Management Specialist

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