Document Management Coordinator

Pal-Group-of-Companies-2; Ottawa; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Health benefits

Pension plan

Employee stock purchase plan

Travel privileges

Job summary

PAL Aerospace is seeking an experienced Document Management Coordinator to support the FAcT Program from our Ottawa, ON office. You will oversee document creation, configuration, organization, and maintenance to ensure accuracy and compliance with standards.

Responsibilities include templates, metadata, version control, approvals, and secure access. Requires post-secondary education in Document Control and 4+ years of relevant experience with MS Word, SharePoint, and EDMS.

Qualifications

• Graduation from a post-secondary program in Document Control/Business Support.
• 4+ years' experience in a Document Control position.
• Advanced MS Word skills with metadata, macros and master documents.
• Strong verbal and written communication abilities.
• Knowledge of document management procedures and standards.
• Experience creating file structures and naming conventions.
• Ability to follow procedures and maintain attention to detail.
• Familiarity with project management and ISO standards.
• Intermediate Excel and advanced SharePoint skills.
• Experience with EDMS and document control workflows.

Responsibilities

• Design and maintain standardized document templates.
• Develop and format documents to organizational standards.
• Configure metadata to support searchability and categorization.
• Review documents for clarity, accuracy and compliance.
• Enforce naming conventions for easy retrieval.
• Ensure documents follow approval workflows prior to release.
• Organize and manage digital files for security and compliance.
• Implement document numbering for traceability and version control.
• Manage internal and external documentation and distribution.
• Retrieve documents upon request and liaise with stakeholders.
• Maintain confidentiality of sensitive information.
• Prepare status reports on document development progress.
• Train team members in document control procedures and tools.

Skills

Advanced MS Word

Verbal communication

Written communication

Document management

File structures & naming

Procedures compliance

Attention to detail

Project management

Excel

SharePoint

EDMS

Editing skills

ISO familiarity

Education

Post-secondary program in Document Control/Business Support

4+ years experience in Document Control

Tools

SharePoint

Excel

EDMS

Job description

PAL Aerospace is proud to partner with SkyAlyne , the prime contractor for theFuture Aircrew Training ( FAcT ) Program—Canada’s next-generation training initiative for theRoyal Canadian Air Force (RCAF). This transformative program will redefine how Canada trains its pilots,Air Combat Systems Officers (ACSOs), andAirborne Electronic Sensor Operators (AES Ops)through a powerful blend of live flying, advanced simulation, and classroom instruction.

At PAL Aerospace, you’ll be part of a team where your expertise is valued, your career development is supported, and your contributions will have a lasting impact.

P AL Aerospace is seeking an experienced Document Management Coordinator to support the FAcT Program and departmental performance initiatives, preferably based in our Ottawa, ON office. This role is responsible for overseeing the creation, configuration, organization, and maintenance of Program documents to ensure consistency, accuracy, and compliance with internal and contractual standards. This role plays a critical part in supporting operational efficiency through effective document lifecycle management and information governance.

Duties and Responsibilities:

• Design and maintain standardized document templates to ensure consistency across departments.
• Develop and format documents in alignment with organizational standards and program requirements.
• Configure document properties and metadata to support searchability and categorization.
• Review and revise documents for clarity, accuracy, and compliance with formatting guidelines.
• Establish and enforce naming conventions to streamline document retrieval and version control.
• Ensure all documents follow the established approval workflows and are properly authorized before release.
• Organize and manage digital files and records to support easy access, security, and regulatory compliance.
• Implement and maintain a systematic document numbering system to support traceability and version control.
• Manage and control internal and external documentation.
• Distribute documents to relevant personnel.
• Retrieve documents as requested by employees.
• Liaise with internal and external stakeholders.
• Maintain confidentiality around sensitive information.
• Prepare reports on the progress of document development.
• Develop processes, train and assist team members in document control procedures and tools.
• Prepare status reports to track project milestones and ensure compliance with program equivalent guidelines.
• Other duties as assigned.

Qualifications:

• Graduation from a post-secondary program in Document Control/Business Support, and/or at least 4 years' experience in a Document Control position.
• Advanced MS Word skills (content controls, metadata, macros, master documents, content controls, themes, fields and quick parts, etc ).
• Good verbal communication skills are essential for interacting with clients, customers, and staff.
• Excellent written communication skills are also important.
• Knowledge of document management procedures and standards.
• Experience with creating file structures and naming conventions for complex programs.
• Ability to follow procedures and processes.
• Responsiveness and attention to detail.
• Familiarity with project management.
• Intermediate knowledge of Excel and advanced knowledge in SharePoint.
• Familiarity with Electronic Document Management Systems (EDMS).
• Advanced editing skills.
• Familiarity with ISO 2009:2015 is desired.

Security Responsibilities:

Incumbent must be able to obtain the required level of Government of Canada Personnel Security Clearance.

What PAL Aerospaceoffers you:

• Personal travel privileges with PAL and interline agreements with other airlines.
• Employee and Family Assistance Programs.
• Comprehensive health benefits including medical, dental, vision, and life insurance.
• Defined Contribution Pension Plan.
• Employee Stock Purchase Plan.
• Employee Tuition Assistance Program.
• Opportunities for growth.
• PAL Days between Christmas & New Years.

PAL Aerospace is committed to fostering an inclusive work environment that celebrates and encourages diversity, equity, and inclusion whereby individuals are recognized, supported, and respected.

Candidates of all backgrounds are encouraged to apply.

Only those candidates selected for an interview will be contacted. Thank You.