Analyst, Document Management

A CDPQ subsidiary, Otéra Capital is a leader in commercial real estate debt, recognized for its expertise, professionalism, and reliability.

Otéra's success is largely based on the talent, expertise, and complementarity of its employees. We offer an environment that is both stimulating and dynamic, where we pursue excellence, we care, we innovate, we take ownership, and we collaborate. Otéra employees benefit from a competitive global compensation package, as well as professional development and wellness programs.

**Your role**:
Reporting to the Senior Director, Digital Solutions, the Analyst, Document Management, collaborates in maintaining Otéra Capital's document management system in a diligent manner while respecting the data and information governance framework in place.

**Your responsibilities**:

- Analyze the needs and support data and information managers in document management
- Assist data and information managers in identifying and implementing document management solutions that respect the governance framework
- Collaborate in the documentation and maintenance of data artifacts (glossary, catalog, dictionaries)
- Collaborate in addressing data and information issues
- Develop and implement access monitoring in document management sites (SharePoint)
- Identify the needs
- Analyze the various reports available to ensure that they meet the needs and determine which new reports to implement
- Establish the access monitoring process
- Conduct site access monitoring
- Meet with site owners to propose and validate security (as needed)
- Produce statistics on document management.
- Ensure data integrity by analyzing results
- Meet with IT people to explain problems encountered in order to correct errors
- Produce reports as required
- Analyze the needs of the various sectors in terms of access to information
- Communicate with managers to understand their needs
- Propose and obtain approval for access from managers
- Manage the process of transferring documents from network drives to SharePoint sites
- Meet with business areas to structure information for transfer
- Carry out document transfers using the ShareGate tool
- Investigate errors found during the transfer and propose solutions
- Follow up with IT teams when the solutions to errors are technological
- Determine the process to be put in place for the monitoring of unused sites
- Conduct monitoring of unused sites
- Communicate with the owners of unused sites to validate their needs (destruction of documents, archiving or transfer to another site).
- Analyze the security needs related to sensitive information or information requiring special treatment- Follow up with users
- Answer employees' questions regarding classification and retention periods.
- Suggest changes to the existing classification.
- Train and assist employees in the use of document management technology tools
- Conduct acceptance testing for changes in document management systems.
- Perform file and document searches.

**Your profile**:

- University degree in information science, archives, computer science, business intelligence, or another related field.
- Two (2) to five (5) years of experience in a similar position.
- Demonstrate the skills necessary to understand and use systems to effectively manage records and provide support to users;
- Proficiency in office automation tools (Word, Excel, PowerPoint, Outlook);
- Knowledge of the SharePoint platform.
- Advanced French and intermediate English (oral and written);
- Otéra has operations across Canada and in the United States, and the person will occasionally be called upon to interact with our various teams based in Montreal, Toronto and New York
- Demonstrated ability to handle physical files (archive boxes);
- Resourcefulness, autonomy, and organizational skills;
- Attention to detail and attention to detail;
- Good ability to manage several files simultaneously.