Document Control Coordinator

Employee Benefit Consultants, Inc.; Mississauga; Presencial; CAD 60.000 - 105.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Vacation: 4 weeks

Group insurance

RRSP with DPSP

Telemedicine

Training programs

Employee assistance

Descripción de la vacante

Employee Benefit Consultants, Inc. is seeking a Document Controller to manage project documents, classify and archive records, and ensure compliance with archives laws.

You will assist staff, handle digitization, and coordinate document transmissions with internal and external parties. The role requires a university degree in archiving/digital information management and 3–5 years of document management experience; construction/project documents knowledge is a plus.

Formación

• University degree in Archiving, Document Management, or Digital Information Management.
• 3-5 years of experience in document management or archives; construction experience is a plus.
• Experience in engineering project documents is an asset.

Responsabilidades

• Perform integrated document management activities (classification, filing, indexing, assembly, entry, traceability, registration, digitization, quality control, transfer, archiving, destruction).
• Maintain and apply classification, inventory, indexing, and conservation procedures.
• Analyze documents with complex issues and contribute to solutions.
• Assist employees with document management tools and standards.
• Code and retrieve documents to respond to requests.
• Stay updated on archives laws and new methods/tools.
• Prepare, assemble, and scan documents as needed.
• Transmit and receive documentation to internal/external parties.
• Collaborate to ensure deadlines per laws (Archives Act, access to information).
• Coordinate disposal and transfer of documents per retention schedule.
• Perform other tasks as assigned.

Conocimientos

Analytical mind

Organizational skills

Autonomy

Initiative and integrity

Discretion and professionalism

Teamwork

Educación

University degree in Archiving/Document Management/Digital Information Management

Herramientas

BIM 360

Microsoft Office

Descripción del empleo

For more than 50 years, our building team has brought countless construction projects to life, distinguished by the high quality of its work, respecting the highest industry standards, and aiming to obtain environmental certifications. Engineers, architects, and other building specialists work with heart and enthusiasm to meet deadlines and exceed client expectations, while improving the well-being of communities.

Office buildings, hospitals and research centers, educational establishments, residential buildings, hotels, shopping centers, factories, sports and cultural centers, our team excels in erecting these places using the tools at the cutting edge of technology and place the human being at the heart of its concerns by advocating an innovative collaborative approach.

Come build the future with us!

The responsibilities of the Document Controller include:

• Performance of various activities necessary for integrated document management (classification, filing, indexing, assembly, entry, traceability, registration, digitization, quality control, transfer, archiving, destruction, etc.) mainly for documentation (digital and paper) of the project;
• Ensuring the maintenance and application of the system of classification, inventory, indexing and conservation of data according to the procedures, policies and laws in force, and participates in its improvement;
• Analyzing, in collaboration with the document management and access to information advisor, documents containing complex and unusual problems and participates in the development of solution elements;
• Assisting employees in using the document management tools made available to them and in applying pre-established standards and procedures;
• Carrying out research, identification, and coding in order to respond to requests;
• Maintaining up-to-date knowledge of the laws and standards governing archives to stay on the lookout for new working methods and new tools in integrated document management;
• Preparing, assembling, and scanning documents as needed;
• Generating transmissions and reception of documentation to internal and external parties.

In collaboration with the document management team, the Document Controller may also:

• Carry out various follow-ups to ensure the application and compliance with the deadlines required by the laws in force, in particular the Archives Act, the Act respecting access to documents held by public bodies and the protection of personal information, etc.;
• Plan and coordinate the disposal and transfer of documents according to the current retention schedule;
• Perform all other related tasks at the request of his immediate superior.

Requirements

• University degree in Archiving, Document Management, or Digital Information Management;
• 3-5 years of experience in document management or in the field of archives;
• Relevant experience in construction is considered an asset;
• Relevant experience in managing engineering project documents is considered an asset;
• Good knowledge of laws and standards governing archives;
• Excellent command of Microsoft Office Suite, and applicable software;
• Knowledge of BIM 360 software is an asset;
• General knowledge of engineering and project management documents.
• Ability to obtain a Level II Secret security clearance.
  

Skills and Attitudes Required / Competencies

• Analytical mind;
  
• Strong organizational skills with the ability to multi-task;
• Autonomy and attention to detail;
• Demonstrates initiative, rigor, and integrity;
• Ability to act quickly and efficiently;
• Discretion and Professionalism;
• Responsible and honest;
• Structured and methodical;
• Teamwork.
• 4 weeks of annual vacation;
  
• Complete group insurance program upon entry (health and dental components paid by the employer);
  
• Group RRSP with employer contribution to a Deferred Profit-Sharing Plan (DPSP);
  
• 24-hour access to a virtual doctor (telemedicine);
  
• Training and development programs;
  
• Employee assistance program;
  
• Active social club and health and wellness committee;
  
• Diverse, innovative, and stimulating environment;
  
• A company built on values of respect; integrity, and a job well done;
  
• Firm recognized as one of Canada's Best Managed Companies.
  

In accordance with applicable pay transparency legislation, EBC Inc. has included the expected salary range for this role, which is $60,000 - $105,000. Compensation within the range is determined based on relevant experience, qualifications, localization, and internal equity. Base salary is one component of EBC’s comprehensive total rewards offering, which may include performance-based incentives, extended health and wellness benefits, retirement savings programs, and career development opportunities.

As part of our commitment to fair and transparent hiring practices, EBC may use artificial intelligence (AI) tools to support the candidate pre-screening process. These tools are used responsibly and in accordance with applicable privacy laws as well as EBC’s policies. Final decisions always remain the responsibility of our qualified talent acquisition professionals.

EBC welcomes applications from First Nations, Inuit, and Métis candidates and is committed to fostering an inclusive, culturally safe workplace.