Document Control Analyst

Air Canada; Dorval; On-site; CAD 65,000 - 90,000; Full time

Job summary

Air Canada is seeking a Document Control Analyst to support document owners and authors in compliance with Document Management and Records Management standards, ensuring updates align with TC, IATA IOSA, and OEM requirements.

You will monitor revisions, train staff, and coordinate with stakeholders to implement new standards across Flight Operations and related branches, with bilingual capability preferred. This role may be located in Montreal, Toronto or Vancouver.

Qualifications

• 3+ years aviation experience in document/records management
• Knowledge of CARs and ICAO standards; IOSA familiarity preferred
• Experience with XML publishing and producing HTML/PDF/EFB formats
• Ability to develop training materials and process guidance
• Auditing and compliance verification experience

Responsibilities

• Maintain a current knowledge of applicable industry standards (IATA IOSA, TC CARS, etc.) as they pertain to document and records management.
• Develop and maintain, on behalf of the Operations branch, processes for the Document Management system to capture and track revisions to internal documents and publications impacting associated Air Canada Operations publications, and the progress of their alignment, integration and compliance.
• Prepare periodic reporting for document revision status, progress against established timelines, and related measures of adoption and compliance with document management best practices.
• In direct support of the Specialist, Document Process & Control, work with internal and external stakeholders to implement and maintain document management standards for the Flight Operations branch and customer branches within the Operations group.
• Monitor to ensure optimal use of the Corporate Document Management System with regards to inter-document related-content alignment processes and control mechanisms.
• Capture and report, to the Specialist, Document Process & Control, any identified additions, or evolving changes to system requirements for the Corporate Document Management Suite based on document owner feedback and/or document management best practices.
• Function as the principal backup to the Specialist, Document Process & Control to capture requirements to onboard publications as well as the migration of all non-XML manuals to XML within the Document Management system.
• Identify and escalation opportunities for enhancements to the end-user experience for all documents delivered by the Document Management & Control department.
• Monitor industry standards and best practices pertaining to Document Management and Control and recommend improvements to maintain optimal processes.
• Create and maintain document management and control best practices to support consistent, efficient, and compliant processes across the Operations branch.
• Develop and deliver training, guidance, and support to document owners and subject matter experts on content management processes, standards, and best practices; identify opportunities to improve training materials and programs to support ongoing adoption and consistent application.
• Work with the Specialist, Document Process & Control to document, analyze, implement, and control document management processes, ensuring the consistent application of established standards and best practices.
• Provide technical expertise to Corporate Document Management system users in the investigation and resolution of technical/operational issues. As delegated by the Specialist, Document Process & Control, escalate feature improvements and bugs reporting to the system vendor.
• Working with the Specialist, Document Process & Control, establish auditable standards for all document and document records management processes.
• Conduct periodic validation audits with Document Owners and/or Document Controllers to confirm compliance with established standards or identify potential improvements to established standards.

Education

High School Graduation Certificate

Formal Training in Document Management

Formal Training in SMS

Formal Training in Technical Writing

Formal Training or Practical Experience with XML Schema, Transformation and StyleSheet/CSS design

Formal Training in MS, Adobe or other similar Document Production software

Tools

XML Schema

XSLT/CSS

Document Management System

Job description

Being part of Air Canada is to become part of an iconic Canadian symbol, recently ranked the best Airline in North America. Let your career take flight by joining our diverse and vibrant team at the leading edge of passenger aviation. The Document Control Analyst is responsible to support document owners and authors in their compliance with Document Management and Document Records Management standards and processes per the Corporate Document and Records Management System. Through periodic auditing and reviews of active Document Management practices, this role ensures compliance with internal policies and processes as well as compliance with Transport Canada Regulations and Policy Guidance and IOSA Standards for Document Management. The Document Control Analyst will monitor and track updates to external source documents, including OEM, TC, IATA and others (as required) as well as internal document revision progress to ensure that all controlled documentation is updated and filed within the required timelines.

This position may be located in Montreal, Toronto or Vancouver.

Responsibilities

• Maintain a current knowledge of applicable industry standards and requirements (IATA IOSA, TC CARS, etc.) as they pertain to document and records management.
• Develop and maintain, on behalf of the Operations branch, processes for the Document Management system to capture and track revisions to internal documents and publications impacting associated Air Canada Operations publications, and the progress of their alignment, integration and compliance.
• Prepare periodic reporting for document revision status, progress against established timelines, and related measures of adoption and compliance with document management best practices.
• In direct support of the Specialist, Document Process & Control, work with internal and external stakeholders to implement and maintain document management standards for the Flight Operations branch and customer branches within the Operations group.
• Monitor to ensure optimal use of the Corporate Document Management System with regards to inter-document related-content alignment processes and control mechanisms. Work directly with the Operations Branch Document Owners and Document controllers to identify potential resolutions of observed issues.
• Capture and report, to the Specialist, Document Process & Control, any identified additions, or evolving changes to system requirements for the Corporate Document Management Suite based on document owner feedback and/or document management best practices.
• Function as the principal backup to the Specialist, Document Process & Control to capture requirements to onboard publications as well as the migration of all non-XML manuals to XML within the Document Management system.
• Identify and escalation opportunities for enhancements to the end-user experience for all documents delivered by the Document Management & Control department.
• Monitor industry standards and best practices pertaining to Document Management and Control and recommend improvements to maintain optimal processes.
• Create and maintain document management and control best practices to support consistent, efficient, and compliant processes across the Operations branch.
• Develop and deliver training, guidance, and support to document owners and subject matter experts on content management processes, standards, and best practices; identify opportunities to improve training materials and programs to support ongoing adoption and consistent application.
• Work with the Specialist, Document Process & Control to document, analyze, implement, and control document management processes, ensuring the consistent application of established standards and best practices.
• Provide technical expertise to Corporate Document Management system users in the investigation and resolution of technical/operational issues. As delegated by the Specialist, Document Process & Control, **escalate** feature improvements and bugs reporting to the system vendor.
• Working with the Specialist, Document Process & Control, establish auditable standards for all document and document records management processes.
• Conduct periodic validation audits with Document Owners and/or Document Controllers to confirm compliance with established standards or identify potential improvements to established standards.

Qualifications

Education

• Minimum High School Graduation Certificate.
• Formal Training in Document Management to be completed within 3 months of appointment.
• Formal Training in SMS to be completed within 3 months of appointment.
• Formal Training in Technical Writing an asset.
• Formal Training or Practical Experience with XML Schema, Transformation and StyleSheet/CSS design.
• Formal Training in MS, Adobe or other similar Document Production software an asset.

Experience/Business Knowledge

• 3+ years of aviation experience, including in depth knowledge of daily airline/airport operating procedures and interdependence.
• Experience within a Canadian Air Operation governed by the Canadian Air Regulations (CARs), with knowledge of aviation operations, and the interdependencies between operational functions.
• Experience with Part 704/705 Commercial Operator experience is considered an asset.
• Experience supporting document management, technical publication control, regulatory compliance, quality assurance, or similar governance-based processes in a highly regulated environment.
• Advanced knowledge of technical document design and management principles, including document lifecycle management, version control, and audit requirements.
• Experience working with XML-based publishing environments, including the use of XSLT/ CSS to produce content to HTML, PDF and EFB-specific formats.
• Knowledge of Transport Canada regulations and standards (CARs), and similar foreign regulatory agency regulations and requirements (e.g., FARs, JAR-Ops).
• Knowledge of applicable international aviation standards and best practices, including International Civil Aviation Organization (ICAO) standards and best practices.
• Assets would include International Air Transport Association (IATA) IOSA requirements and approved practices; Air Canada corporate technical, policy and standard operating procedures; and Star Alliance Best Practices.
• Experience coordinating activities with large and diverse stakeholder groups an asset.
• Experience developing, delivering, or supporting training an asset.
• Experience working with Process Analysis, Change Management, Project Management, or reporting software an asset.
• Demonstrate punctuality and dependability to support overall team success in a fast-paced environment.

Conditions Of Employment

Candidates must be eligible to work in the country of interest at the time any offer of employment is made and are responsible for obtaining any required work permits, visas, or other authorizations necessary for employment. Prior to their start date, candidates will also need to provide proof of their eligibility to work in the country of interest.

Linguistic Requirements

Based on equal qualifications, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is strongly committed to Diversity and Inclusion and aims to create a healthy, accessible and rewarding work environment which highlights employees’ unique contributions to our company’s success.

As an equal opportunity employer, we welcome applications from all to help us build a diverse workforce which reflects the diversity of our customers, and communities, in which we live and serve.

Air Canada thanks all candidates for their interest; however only those selected to continue in the process will be contacted.