Document Controller, Asset Lifecycle Management

Metrolinx; Toronto; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Parental Leave Top-Up

Lactation Accommodation

Competitive Pension Plan

Annual Learning Reimbursement

Mentorship Program

Recognition of Prior Public Sector Sim

Free GO Network Travel

Job summary

Metrolinx is seeking a Document Controller to manage and control documents within the enterprise document and record management system for asset projects.

You will create and manage document related KPIs, conduct audits for integrity, access, and security, and train staff on document processes. This role requires strong attention to detail and excellent coordination with project teams in a dynamic transit environment.

Qualifications

• Diploma in related discipline or equivalent.
• Experience with document management within asset environments is preferred.
• Familiarity with document management, maintenance and geo-spatial systems.
• Proficiency with MS Office, Adobe Acrobat DC and Open Text.
• Strong attention to detail and ability to coordinate with stakeholders.

Responsibilities

• Carry out document management functions for projects/contracts; process and track documents.
• Provide training materials and job aids as required.
• Verify metadata and document deliverables are handed over as defined.
• Be the Super User for the document management system per security policies.
• Create reports, trackers and graphs to monitor progress and status.
• Conduct compliance audits of document processes, folders and requests.
• Act as SME and point of contact for document-related matters.

Skills

Document coordination

Stakeholder coordination

Attention to detail

Multitasking

Learning new systems

Communication skills

Education

Diploma in related discipline

Tools

MS Office Suite

Adobe Acrobat DC

Open Text

Database administration

Job description

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.

In Engineering and Safety we play a key role in ensuring the safe, reliable, and cost-effective service of our transit system as the Metrolinx engineering technical authority and owner of more than $20 billion in assets and growing to $60 billion by 2030.

To promote an equitable, diverse, and inclusive environment, we provide the following:

• Parental Leave Top-Up
• Lactation Accommodation
• Competitive Pension Plan
• Annual Learning Reimbursement
• Mentorship Program
• Recognition of Prior Public Sector Service for Vacation Entitlements
• Free GO Network Travel

Our Asset Lifecycle Management office is looking for a Document Controller to manage and control documents in the enterprise document and record management system, create and manage document related KPIs, process asset document handovers, revisions and requests, maintain, monitor and carry out audits for document integrity, access, and security.

What will I be doing?

• Carry out document management functions; process documents handed over through projects/contracts; provide/check out documents requested for design change/information; check in/upload revised/new documents.
• Provide training on document processes and tools as required; if necessary, prepare training material and job aids.
• Verify relevant metadata / information / document deliverables are handed over as defined
• Use the enterprise maintenance management system, geo spatial system or collaborate with subject matter experts to obtain relevant metadata/information.
• Be the Super User for the document management system (e.g. set up users, manage user groups, etc.) according to established security policies and procedures.
• Recommend document process improvements for efficiency and create job aids for business continuity.
• Create reports, trackers and graphs to indicate document management progress and status.
• Conduct compliance audits on document processes, folders and requests.
• Be the subject matter expert and point person for document related matters.
• Support tasks related to managing and controlling documents as required.

What Skills and Qualifications Do I Need?

• Completion of a diploma in a related discipline – or a combination of education, training and experience deemed equivalent.
• Demonstrated experience with document management and control preferably within a construction or capital asset environment.
• Familiarity and experience working with a document management system, maintenance management system and/or geo spatial system
• Familiarity and experience working with a document management system, maintenance management system and/or geo spatial system.
• Intermediate knowledge of MS Office Suite, Adobe Acrobat DC, Open Text and database administration
• Aptitude to multitask and learn new systems and skills.
• Attention to detail to monitor compliance with document management and control policies and processes.
• Ability to coordinate and build relationship with stakeholders
• Strong written and oral communication skills
• Ability to coordinate and build relationships with stakeholders
• Aptitude to learn new systems and skills
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes
• Interpersonal and oral/written/presentation communication skills to review and edit documents for compliance with document control policies and processes
• Act as a point of contact between the department and internal stakeholders
• Develop and deliver training on relevant processes, procedures, etc.

Accommodation:

Metrolinx is an equal opportunity employer and committed to a diverse and inclusive workforce. We are also committed to offering reasonable accommodation to job applicants in accordance with applicable legislation. If you require assistance or an accommodation at any point during the hiring process, please contact us at: 416-202-5601 or email [e-mail].

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.