Document Specialist – Accessibility & Formatting (Localization)

Alexa Translations; Remote; CAD 60,000 - 80,000; Full time

Job summary

A translation solutions provider in Toronto seeks a Document Specialist for Accessibility & Formatting. The role supports the preparation of translated documents to ensure structural integrity and accessibility. Key responsibilities include document formatting, adherence to accessibility standards, and collaboration with Project Managers. Required qualifications include over 5 years in document handling, strong experience with Microsoft Office, and a working knowledge of AODA/WCAG principles. Offering remote work and various employee perks, this position is vital for delivering high-quality outputs.

Benefits

Comprehensive Health Insurance

Birthday Off

Personal/Sick Days

Work-Ready Equipment

Learning & Growth Opportunities

Collaborative Team Culture

Team Recognition & Action Awards

Employee Referral Program

Qualifications

• 5+ years of experience in document handling or DTP within the translation or localization industry.
• Strong hands-on experience with Microsoft Office workflows.
• Experience working with accessibility compliance in regulated environments.

Responsibilities

• Prepare and format translated documents ensuring structure and accessibility.
• Support document accessibility aligned with AODA/WCAG standards.
• Review translated files for layout and accessibility issues.

Skills

Document handling

DTP

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Accessibility principles (AODA/WCAG)

Attention to detail

Tools

Phrase (CAT tool)

IDML

InDesign

Job description

About Alexa Translations

Alexa Translations provides A.I.-powered translations for the largest and most prestigious legal, financial, and government institutions. Our unique combination of advanced technology and professionally certified translators deliver tailored solutions with unparalleled quality. Thanks to over two decades of award-winning client success, you can rely on us as a true extension of your team.

Our core values:

• Innovation
• Dedication
• Fanatical commitment to quality and service
• Resourcefulness
• Collaboration

About the role

The Document Specialist – Accessibility & Formatting supports the preparation and formatting of translated documents to ensure they are structurally sound, accessibility-aware, and visually accurate. This role focuses on document structure, accessibility support (AODA/WCAG), and layout/formatting, working closely with Project Managers and linguists to reduce manual effort, prevent file-related risks, and support high-quality deliverables across common business formats (Word, PowerPoint, Excel, PDF). This is not a localization engineering or creative design role.

Key Responsibilities

Document preparation & structure

• Prepare and clean source files for translation in Phrase
• Ensure proper document structure (headings, lists, tables, headers/footers)
• Apply and advise on CAT filters and settings to preserve structure and minimize rework

Accessibility support (AODA / WCAG)

• Support accessibility-aware document handling aligned with AODA and WCAG 2.1 / 2.2
• Verify and preserve reading order, semantic structure, table headers, hyperlinks, and language metadata
• Support accessible deliverables in Word, PowerPoint, and tagged PDF
• Run basic accessibility checks (e.g. Acrobat / PAC tools) and flag issues for remediation
  (This role supports accessibility compliance but does not provide legal certification.)

Formatting & layout

• Format translated documents to ensure clean reflow and consistency with source layout
• Address layout issues such as text overflow, tables, pagination, and spacing
• Perform light IDML / InDesign fixes where required (non-creative)

Post-translation support

• Support Project Managers by reviewing re-exported translated files for structural, layout, or accessibility risks
• Identify issues and recommend corrective actions to reduce downstream rework

Collaboration & process improvement

• Work closely with Project Managers to reduce manual document handling
• Contribute to best practices, templates, and documentation related to document handling and accessibility

Required Qualifications

• 5+ years of experience in document handling, DTP, or similar roles within the translation or localization industry
• Strong hands-on experience with Microsoft Word, PowerPoint, Excel, and PDF workflows
• Experience working with CAT tools (Phrase preferred)
• Working knowledge of AODA and WCAG accessibility principles
• Strong attention to detail and ability to explain technical issues clearly
• Experience supporting accessibility in regulated or public-sector environments
• Familiarity with IDML / InDesign (production level)
• Experience in AI + human translation workflows

Benefits & Perks You’ll Love

• Comprehensive Health Insurance: Including vision, dental, complementary therapies, and support for your overall well-being.
• Your Birthday Off: We celebrate your special day!
• 6 Personal/Sick Days: Take the time you need for your health or life’s unexpected moments.
• Work-Ready Equipment: Get the tools you need to succeed, provided upon request.
• Remote Work Model
• Learning & Growth Opportunities: Training and resources tailored to your role and department.
• Supportive & Collaborative Team Culture: Work alongside team members who genuinely have your back
• Team Recognition & Action Awards: Celebrate wins and contributions in meaningful ways.
• Employee Referral Program: Earn rewards for bringing amazing talent to our team.