Digital Records and Operations Coordinator

WCD; Edmonton; On-site; CAD 60,000 - 80,000; Full time

Job summary

WCD in Edmonton, Canada seeks a Digital Records and Operations Coordinator to ensure integrity, accessibility, quality, security, and compliance of information assets. You’ll coordinate digitization workflows, manage repositories, and support records logistics with vendors.

The role requires strong analytical skills, attention to detail, and knowledge of information governance, metadata, and data quality. You will generate reports and dashboards, drive continuous improvement, and provide user

Qualifications

• Diploma or certificate in Information Management, Records Management, Library and Information Studies, Business Administration, Information Technology, Data Management, or a related field.
• Several years of relevant experience in information management, digital records, systems administration, quality assurance, operational coordination, or data management.
• Experience with SharePoint, Content Server, electronic document management systems, repositories, databases, and workflow tools.
• Knowledge of records lifecycle management, information governance, metadata, classification, information architecture, and data quality practices.
• Strong spreadsheet, reporting, analytics, problem-solving, communication, and organizational skills.
• Ability to work independently, manage changing priorities, collaborate with stakeholders, and recommend practical solutions.

Responsibilities

• Coordinate digitization workflows from intake through quality review, final verification, and repository update.
• Review inventories, images, metadata, and documentation for accuracy, completeness, and compliance.
• Investigate and resolve image quality issues, metadata inconsistencies, inventory variances, and processing exceptions.
• Administer SharePoint, Content Server, permissions, repository content, metadata standards, and related workflows.
• Maintain tracking systems, audit records, inventory controls, operational documentation, and chain-of-custody records.
• Coordinate records retrieval, transfer, storage, delivery, return, and priority processing with internal teams and vendors.
• Monitor vendor performance, service levels, timelines, quality results, and operational risks.
• Compile and validate operational data; prepare reports, dashboards, metrics, and performance summaries.
• Identify and support improvements to information quality, workflow efficiency, system use, and service delivery.
• Provide procedural guidance and user support for records processes, digital repositories, and business systems.

Skills

Spreadsheet skills

Reporting

Analytics

Problem-solving

Communication

Organizational skills

Education

Diploma or certificate in Information Management/Records Management

Tools

SharePoint

Content Server

Electronic document management systems

Metadata repositories

Workflow tools

Job description

The Digital Records and Operations Coordinator plays a critical role in ensuring the integrity, accessibility, quality, security, and compliance of physical and digital information assets. This position coordinates digitization workflows, administers digital repositories and information management systems, supports vendor and records logistics operations, and provides reporting and analytics that help drive continuous improvement.

The successful candidate will combine strong analytical skills, technical aptitude, and exceptional attention to detail with a passion for information governance, records management, and operational excellence.

Key Responsibilities

• Coordinate digitization workflows from records intake through quality review, final verification, and repository update.
• Review inventories, images, metadata, and documentation for accuracy, completeness, and compliance.
• Investigate and resolve image quality issues, metadata inconsistencies, inventory variances, and processing exceptions.
• Administer SharePoint, Content Server, permissions, repository content, metadata standards, and related workflows.
• Maintain tracking systems, audit records, inventory controls, operational documentation, and chain-of-custody records.
• Coordinate records retrieval, transfer, storage, delivery, return, and priority processing with internal teams and vendors.
• Monitor vendor performance, service levels, timelines, quality results, and operational risks.
• Compile and validate operational data; prepare reports, dashboards, metrics, and performance summaries.
• Identify and support improvements to information quality, workflow efficiency, system use, and service delivery.
• Provide procedural guidance and user support for records processes, digital repositories, and business systems.

Qualifications & Experience

• Diploma or certificate in Information Management, Records Management, Library and Information Studies, Business Administration, Information Technology, Data Management, or a related field.
• Several years of relevant experience in information management, digital records, systems administration, quality assurance, operational coordination, or data management.
• Experience with SharePoint, Content Server, electronic document management systems, repositories, databases, and workflow tools.
• Knowledge of records lifecycle management, information governance, metadata, classification, information architecture, and data quality practices.
• Strong spreadsheet, reporting, analytics, problem-solving, communication, and organizational skills.
• Ability to work independently, manage changing priorities, collaborate with stakeholders, and recommend practical solutions.

Keys to Success

Systems Thinking:

You understand how records, repositories, vendors, users, and reporting processes connect.

Creative Problem Solving:

You investigate issues, identify root causes, and recommend effective improvements.

Agility:

You adjust priorities and workflows to meet changing operational and business needs.