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Document Specialist

2 weeks ago

Mississauga, Ontario, Canada RS IT Solutions Full time

Job Overview

We are seeking a detail-oriented and highly organized Document Specialist to join our team. The ideal candidate will be responsible for managing, organizing, and maintaining various documents and records to support operational efficiency and compliance. This role requires strong computer skills, excellent communication abilities, and proficiency in multiple software platforms. Bilingual skills in English and French are a plus, along with experience in project management and customer service. The Document Specialist will play a critical role in ensuring accurate documentation, effective records management, and seamless information flow across departments.

Duties

  • Prepare, review, and organize documents using Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, Access, and SharePoint.
  • Manage electronic databases and physical filing systems to ensure easy retrieval of records.
  • Support project management activities by utilizing Microsoft Project and other tools to track progress and deadlines.
  • Assist with records management, data analysis, and report generation to support decision-making processes.
  • Collaborate with various departments to ensure documentation accuracy and compliance with organizational standards.
  • Provide exceptional customer service by responding promptly to document-related inquiries from internal teams.
  • Maintain confidentiality of sensitive information while ensuring all documentation is up-to-date and properly filed.
  • Contribute to process improvements by analyzing current procedures and recommending enhancements for efficiency.
  • Support procurement activities by managing related documentation and vendor records as needed.
  • Lead or assist with presentations, training sessions, or meetings as required to communicate document procedures or project updates.

Requirements

  • Proven experience in administrative roles or records management with strong organizational skills.
  • Proficiency in Microsoft Office applications: Word, Excel, PowerPoint, Outlook, Access, SharePoint, Project.
  • Excellent written and verbal communication skills in English; bilingual proficiency in French is preferred.
  • Strong analysis skills with the ability to interpret data and generate reports effectively.
  • Demonstrated ability to manage multiple projects simultaneously with excellent time management skills.
  • Experience with databases and recordkeeping systems; familiarity with procurement processes is a plus.
  • Exceptional attention to detail combined with strong writing skills for documentation purposes.
  • Effective negotiation skills and leadership qualities for collaborative projects or process improvements.
  • Ability to adapt quickly to new software tools or organizational procedures; computer literacy is essential.
  • Previous experience in customer service or administrative support roles is highly desirable. This position offers an engaging environment where organizational excellence and effective communication are valued highly. The successful candidate will be instrumental in maintaining the integrity of our documentation systems while supporting the overall operational goals of the organization.

Job Type: Full-time

Pay: $34,400.00-$63,794.53 per year

Benefits:

  • Casual dress
  • Commuter benefits
  • Flexible schedule
  • On-site parking
  • Paid time off
  • Relocation assistance
  • Tuition reimbursement

Work Location: In person