Document Control Clerk/Archivist

Stech Technology UK Limited; Belleville; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player in engineering seeks a detail-oriented Document Control Clerk and Archivist. This role involves supporting global engineering projects by managing project documentation and correspondence. The ideal candidate will thrive in a dynamic environment, demonstrating strong organizational skills and attention to detail. With a commitment to quality and integrity, you will contribute to a supportive team, ensuring effective communication and efficient workflow. If you are proactive and eager to learn, this opportunity offers a stable working environment with room for personal and professional growth.

Benefits

Stable working environment

On-the-job learning

Supportive team

Personal and professional growth

Qualifications

• 1-3 years of administrative experience is preferred.
• Strong computer knowledge with proficiency in Microsoft Office.
• Experience in an archiving file management environment.

Responsibilities

• Support engineering teams with project drawings and correspondence.
• Maintain project spreadsheets and schedules using Microsoft Office.
• Perform receptionist duties and manage incoming calls.

Skills

Organizational Skills

Attention to Detail

Microsoft Excel

Microsoft Word

File Management

Communication Skills

Education

Business or Office Administration Diploma

Tools

Microsoft Office

Synergis Adept

File Tracking Software

Job description

About us

We’re EMS-Tech Inc., a highly successful and expanding engineering firm that specializes in the design and supply of bulk material handling equipment.For over 30 years, we have been lending our expertise to projects great and small around the world.We are dedicated to delivering high quality machines and systems according to our clients’ custom specifications, and providing innovative, custom solutions.

With our headquarters in Belleville, Ontario, and offices in British Columbia, the Netherlands, China, and Australia, we are constantly pushing the envelope related to conveyor systems, self-loading/unloading ships, stackers, stacker-reclaimers and shiploaders.

Role & Responsibilities

We are currently seeking a detail-oriented Document Control Clerk and Archivist to join our team. This is a great opportunity for individuals with strong organizational skills, has exceptional attention to detail skills who are interested in supporting global engineering projects. The ideal candidate will arrive at EMS-Tech Inc. with a proactive attitude and willingness to learn new things.

Here are some of the things you’ll be working on:

• Provide support to engineering teams, working primarily with the Quality Management System Coordinator, Senior Design Engineering, and Project Management.
• Prepare transmittals for project drawings and other correspondence. Log incoming project drawings and other correspondence.
• Prepare and/or maintain project spreadsheets, schedules, reports and correspondence files using Microsoft Office Software (Excel, Word).
• Create and maintain up to date customer and supplier drawing lists with the purpose to track receipt and status of drawings using spreadsheet software.
• Assist in the preparation of Quality Assurance Documents.
• Ensure all documents are managed according to company Document Control processes and utilizing approved Document Control software.
• Scan and describe archival materials, documents, records and procedures according to archival standards.
• Prepare physical files for storage. Create records in file tracking software and attach electronically to appropriate archive box.
• Receive, record delivery of, and distribute incoming courier packages and deliveries. Process outgoing courier packages for staff as requested.
• Perform receptionist responsibilities by receiving incoming telephone calls and forwarding to appropriate party; greeting individuals who arrive and completing visitor sign-ins; fielding inquiries and relaying messages where appropriate.Primary back up for reception, covering vacations, lunch breaks and other absences.
• Hospitality support and any other duties as assigned.
• Flexibility to take on additional tasks as assigned by the supervisor.
• Perform all duties in accordance with applicable Quality Management System (QMS) policies, procedures, and work instructions.

Qualifications

• Completion of a Business or Office Administration Diploma is an asset.
• 1-3 years’ administrative experience.
• Strong computer knowledge- ability to use Microsoft Excel, Word, PowerPoint, and Adobe with the capability to learn new software as needed.
• Experience with file management system (Synergis Adept).
• Experience in an Archiving file/file management environment
• Strong oral and written communication skills with the ability to effectively interact with international suppliers, customers, and project team members.
• Fine-tuned organizational skills with a keen attention to detail.
• Demonstrated ability to work independently.
• Ability to follow detailed instructions and exercise judgement and initiative.
• Willingness to perform repetitive tasks in support of file management workflows.

The Right Fit

The best person for this role will come with a strong work ethic, and a commitment to doing things right.

You live our core values

• Trust– We believe trust is the outcome of mutually respectful relationships which are mindful of each others needs.
• Loyalty- We honour our employees as a career building community of professionals extending this responsibility to our clients and our suppliers.
• Integrity- Our commitment to integrity fuels our capacity to confront any ethical challenges that emerge.
• Tenacity- The passion and commitment to excellence of our people is the foundation of good customer service.

What We Offer

We offer a stable working environment with the capacity for personal and professional growth. We have a friendly, supportive team with an on-the-job learning environment.

Application Process

Please submit your application by forwarding your resume and cover letter to [e-mail]. We thank all applicants, but only those selected for an interview will be contacted.

Accommodations

EMS-Tech Inc. is an equal opportunity employer that recognizes the value of a diverse workforce, and is committed to an inclusive, barrier-free selection process. If you require accommodation during the selection process, please inform us of your requirements. Any information pertaining to accommodation needs will be treated confidentially and in compliance with the Freedom of Information and Protection of Privacy Act