Coordinator – Document Control and Calls for Tenders

CSX Group; Quebec; Hybrid; CAD 15,000 - 19,000; Part time

Benefits offered by this job

Laptop provided

Remote work

Job summary

CSX Group Inc. is seeking a Coordinator – Document Control and Calls for Tenders to manage documents for projects, proposals, bids, and deliverables. You will ensure versioning, compliance, and timely submissions in a remote, part-time role (20 hours/week).

The role requires a college diploma or associate’s degree and 2–5 years in document control or tender support, with strong Microsoft 365 skills and the ability to work autonomously in a hybrid team.

Qualifications

• College diploma or associate's degree in office automation, administration, technical documentation, or a related field.
• Experience: 2–5 years in document control, tender support, or administrative coordination.
• Familiarity with public clients (municipal, provincial, federal) or major contractors is a plus.

Responsibilities

• Manage the entire document lifecycle (creation, revision, approval, archiving, distribution).
• Monitor opportunities for calls for tenders and coordinate tender submissions with management.
• Enter, update, and validate data in CRM and customer databases; maintain corporate resumes for staff.

Skills

Autonomy

Attention to detail

Organization

Prioritization

Education

College diploma or associate's degree in office automation, administration, technical documentation, or related field

Tools

Microsoft 365

Word

Excel

SharePoint

Teams

Outlook

Job description

Coordinator – Document Control and Calls for Tenders

Job offer: Coordinator – Document Control and Calls for Tenders

CSX Group Inc.

Type of employment: Remote work | Part-time – 20 hours/week

About CSX Group Inc.

CSX Group Inc. is a consulting firm specializing in the design, verification, and project management of emergency communication, mass notification, and critical public address systems. Our services are aimed at organizations working in critical infrastructure, where reliable communications and regulatory compliance are crucial.

Job Summary

Reporting directly to management, the Coordinator – Document Control and Bidding ensures the management, coordination, and compliance of all internal and external documents related to projects, proposals, bids, and deliverables. The employee acts as the central point of organization, ensuring document integrity, traceability, and quality in a demanding technical environment.

Primary responsibilities

Documentary control

• Manage the entire document lifecycle (creation, revision, approval, archiving, distribution).
• Maintain the document structure in accordance with internal standards and customer requirements.
• Ensure versioning, revision tracking, and registry management.
• Verify that documents comply with standards, templates, and contractual requirements.
• Organize project documentation according to the quality system.

Requests for proposals and proposals

• Monitor opportunities for calls for tenders (public and private platforms).
• Search, filter, and summarize relevant opportunities for management.
• Coordinate the receipt, analysis, and summary of tender documents.
• Prepare and assemble proposals with the management team.
• Ensure that submissions comply with the requirements regarding form, content, and mandatory criteria.
• Manage schedules, electronic submissions, and communications related to RFIs/RFQs/RFPs.
• Keep templates, certifications, attestations, and documents required for calls for tenders up to date.

Administrative support and coordination

• Enter, update, and validate data in the CRM and customer databases.
• Create, update, and maintain corporate resumes for staff.
• Keep the list of certifications, competency cards, and mandatory training courses up to date.
• Track expirations, reminders, renewals, and required training.
• Ensure the exchange of documentation between internal teams, partners, and clients.
• Support contract management (letters, amendments, registers, official correspondence).
• Prepare, format, and ensure the linguistic quality of documents.
• Ensure the confidentiality and proper filing of sensitive documents.

Working conditions

• Part-time Monday through Thursday (4 days/week schedule, 8 p.m. – flexibility regarding days).
• Language : Bilingual – French and English (spoken and written).
• Equipment provided : laptop computer.

Requirements

Training

• College diploma or associate's degree in office automation, administration, technical documentation, or a related field.
• Any combination of training and experience deemed relevant will be considered.
• Experience
• Minimum 2 to 5 years in document control, tender support, or administrative coordination.
• Experience in a technical, engineering, construction, infrastructure, or industrial sector (significant advantage).
• Familiarity with the requirements of public clients (municipal, provincial, federal) or major contractors.

Technical skills

• Excellent command of Microsoft 365 (advanced Word, Excel, Outlook, SharePoint, Teams).
• Ability to work comfortably in structured document environments (numbering, nomenclature, directories).
• Ability to interpret specifications, RFP requirements, compliance grids, and internal procedures.
• Rigorous versioning, validation, and quality control processes.
• Strong sense of organization and structure.
• Effective management of priorities and tight deadlines.
• Discretion, professionalism, and great attention to detail.
• Autonomy, initiative, and ability to work remotely with minimal supervision.
• Ability to coordinate multiple simultaneous requests in a calm and methodical manner.

Desired profile

• A structured, methodical, and quality-oriented person.
• Interest in technical, regulatory, or engineering environments.
• Comfortable handling large volumes of documents and managing versions.
• Ability to understand and apply complex requirements in a compliance context.
• Ability to support a small, dynamic team in a growing company.

Benefits of working at CSX Group Inc.

• Competitive salary based on experience.
• Opportunities for professional development and continuing education.
• Active participation in large-scale projects in the critical infrastructure and emergency communications sectors.
• A collaborative environment on a human scale, focused on quality, reliability, and professional development.

Diversity, inclusion, and accessibility

At CSX Group Inc., we believe in the diversity of talent and the value of each individual.

We encourage applications from all backgrounds, orientations, ages, disabilities, and cultures.

The masculine form is used in this document for the sole purpose of simplifying the text and refers to both women and men.

The position is open to all Quebec residents who are eligible to work in Canada.

If you are a person with a disability and require special accommodations to participate in the selection process, please contact us at [e-mail] so that we can respond to your needs in a confidential and respectful manner.