Document Controller

5 months ago

Toronto, Canada Randstad Canada Full time
Our client seeks a business-oriented Document Controller with a demonstrated history of effectively launching document management systems. Responsibilities include establishing document quality and metadata standards, recommending folder structures, and providing DMS training. Acting as the resident expert, you will advise on implementing new functions and capabilities as needed.

Familiarity with OpenText EDRMS is advantageous.

The primary focus of this role for the next nine months is to enhance document management processes, standards, and discipline within the Procurement department.

Advantages
Opportunity to expand your footprint internally
Opportunity to work within the broader public sector

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

Qualifications
 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

 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.

Summary
Explore a rewarding career opportunity as a Document Controller by applying today Join our dynamic team and make a significant impact in the field of document management.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

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