Coordinator, Document Management

Alto; Montreal (administrative region); On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Basic group insurance

Wellness accounts

Flex-Alto account

RRSP and TFSA

Incentive compensation program

Flexible hybrid work mode

Job summary

Alto is driving Canada’s transportation future with a high-speed rail project linking Quebec City and Toronto. We seek an Analyst, Document Management to support control, maintenance, and distribution of project documentation using EDMS such as Aconex and SharePoint.

The role can be based in Toronto or Montreal, offering hybrid work and active involvement in ensuring compliance across a fast-paced program. The candidate will manage document workflows, ensure data integrity, train personnel, and

Qualifications

• Post-secondary education in Information Management, Business Administration, or related field.
• 3–5 years of experience in document control or records management.
• Experience with EDMS and document management in engineering/construction environments.
• Proficient in Microsoft Office.
• Bilingual in English and French.

Responsibilities

• Administer and optimize document management systems to improve tracking and workflow efficiency.
• Receive, log, upload, and maintain project documentation per procedures and naming conventions.
• Ensure quality, integrity, traceability, security, and accessibility of project records.
• Manage document workflows with timely reviews, approvals, and distributions.
• Monitor compliance with contractual requirements and internal policies.
• Conduct quality reviews and coordinate corrective actions with project teams.
• Generate and maintain document registers, logs, and status reports.
• Allocate and maintain document numbering and access controls.
• Support development and improvement of document control processes and templates.
• Collaborate with project managers, engineers, consultants, and contractors.
• Provide onboarding and training on document control systems.

Skills

EDMS

Microsoft Office

Bilingual English/French

Documentation control

Project administration

Aconex

SharePoint

Records management

Education

Information Management

Business Administration

Tools

Aconex

SharePoint

Office 365

Job description

At Alto, we are actively contributing to the transformation of Canada's future with our high-speed train project connecting Quebec City and Toronto. With the support of the Government of Canada, this innovative project aims to improve the quality of life of our citizens, strengthen ties between communities and stimulate economic growth.

Would you like to take on a stimulating, high-impact challenge? We are looking for an Analyst, Document Management. This position may be based in either our Toronto or Montreal office.

The role

We are seeking a detail‑oriented Analyst, Document Management to support the control, maintenance, and distribution of project documentation using Electronic Document Management Systems (e.g., Aconex, SharePoint). The position plays a key role in maintaining document integrity, enabling efficient workflows, and ensuring compliance with contractual and project requirements in a fast‑paced project environment.

The Responsibilities

• Administer, maintain, and optimize document management systems (e.g., Aconex, SharePoint) to improve document tracking, accessibility, retrieval, reporting, and workflow efficiency.
• Receive, log, upload, track, distribute, and maintain project documentation and records in accordance with established procedures and naming conventions.
• Ensure the quality, integrity, traceability, security, and accessibility of project documentation, including drawings, technical specifications, contracts, permits, correspondence, and other project records.
• Manage electronic document workflows, ensuring timely review, approval, processing, and distribution of documents to internal and external stakeholders within established turnaround targets.
• Monitor compliance with contractual requirements, document control procedures, and internal policies, implementing corrective actions where required.
• Conduct quality reviews of documentation to identify discrepancies, duplicates, missing information, or non‑compliance, and coordinate corrective actions with project teams.
• Generate and maintain document registers, logs, trackers, status reports, audit reports, and performance metrics.
• Allocate, manage, and maintain project document numbering in accordance with established standards and procedures.
• Manage document distribution matrices, RACI assignments, user permissions, and access controls.
• Support the development, implementation, and continuous improvement of document control processes, workflows, templates, and procedures to enhance project efficiency.
• Collaborate with project managers, engineers, consultants, contractors, and other stakeholders to coordinate document activities and ensure timely completion of deliverables.
• Provide onboarding, training, guidance, and ongoing support to project personnel on document control systems, standards, and best practices.
• Assist users in the effective use of document management systems and coordinate with IT or system administrators to resolve issues.
• Perform other document control, data management, reporting, and project administration duties as assigned.

The Requirements

• Post‑secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, training, and experience.
• Minimum 3 to 5 years of relevant experience in document control, records management, project administration, or document management systems.
• Familiarity with document control principles and exposure to engineering, construction, project management, or technical documentation environments.
• Experience working with Electronic Document Management Systems (EDMS) is considered an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Basic understanding of records management principles, including document lifecycle, version control, and metadata concepts.
• Understanding of engineering terminology, contractual frameworks, and project delivery environments is considered an asset.
• Strong written and verbal communication skills in English and French.
• Ability to work in a fast‑paced project environment and manage competing priorities.

Skills And Key Competencies

• Strong organizational and prioritization skills with the ability to manage multiple tasks and meet deadlines.
• High attention to detail with a strong focus on accuracy and quality of work.
• Strong analytical and problem‑solving skills with the ability to identify and resolve issues effectively.
• Ability to work independently with minimal supervision while contributing effectively in multidisciplinary teams.
• Strong stakeholder coordination skills with the ability to build and maintain effective working relationships.
• Ability to interpret and apply procedures, workflows, standards, and contractual requirements consistently.
• Strong coordination and follow‑up skills to ensure timely completion of activities and deliverables.
• Demonstrated professionalism, accountability, integrity, discretion, and reliability.
• Ability to adapt to changing priorities and maintain performance under pressure.
• Structured, methodical, and process‑oriented approach with a focus on continuous improvement.

Why join our innovative team?

• Basic paid group insurance for you and your family: medical, dental, life, disability, etc.
• Access to wellness and health accounts to support your lifestyle.
• Flex‑Alto account of $500 to encourage a healthier approach and a more sustainable mode of transportation.
• A retirement plan and savings options (RRSP and TFSA).
• Vacations based on experience, available upon hiring.
• An incentive compensation program.
• Flexible hybrid work mode.
• A work environment that encourages initiative, innovation, and forward‑thinking solutions.
• A unique opportunity to shape the future of transportation in Canada.

We work to create high‑performance, diversified teams

At Alto, we believe in the power of diverse teams. We aspire to provide an inclusive and equitable work environment where everyone can develop and flourish. Alto offers equal employment opportunities to all and invites qualified individuals, regardless of their identity, origin or situation, to apply.

Please let us know if you need any adjustments during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any adjustments confidential.

Please note that we will communicate only with those candidates whose applications are selected for further consideration. To find out more about the entire project, visit Alto - Home.