Documentation Management Analyst

BC Ferries; Canada; On-site; CAD 64,000 - 81,000; Full time

Job summary

An established industry player is seeking a Documentation Management Analyst to support an exciting transformation project. This role involves re-platforming the documentation management system to SharePoint Online, ensuring high-quality standards in policy and procedure documentation. The ideal candidate will possess strong technical writing skills, experience in documentation management, and the ability to collaborate effectively across departments. Join a team that values innovation and continuous improvement, and contribute to creating exceptional solutions that enhance operational efficiency and user satisfaction.

Qualifications

• 1-3 years experience in technical writing and documentation management.
• Strong knowledge of SharePoint and Microsoft Office tools.

Responsibilities

• Support the re-platforming of the documentation management system to SharePoint Online.
• Facilitate development of new policy/procedure manuals and provide user support.

Skills

Technical Writing

Documentation Management

Communication Skills

Attention to Detail

Organizational Skills

Change Management

Education

Bachelor’s degree in Library and Information Studies

Tools

Microsoft Office

SharePoint Online

SharePoint 2016

Job description

Job Description

DOCUMENTATION MANAGEMENT ANALYST

Safety, Health and Security

Victoria, Vancouver Island or Vancouver Lower Mainland

12-month Term

The Opportunity

BC Ferries is embarking on an exciting transformation, and we want to invite you to join us on this journey. We are searching for a Documentation Management Analyst to support the re-platform of the company’s documentation management system for safety and operational policies and procedures from SharePoint 2016 to the cloud in SharePoint Online.

Understanding SharePoint, documentation management systems, information management, policy/procedure organization and technical writing are an essential aspect of the role. Having experience with Microsoft 365 tools and SharePoint Online is highly beneficial.

As a key member of our team, you shape the future of the documentation management system by ensuring the successful completion of project tasks and supporting the daily operational requirements.

Is your expertise in SharePoint, documentation management systems, policy/procedure development and technical writing? Are you an expert in formatting and editing documentation that goes beyond a basic use of Microsoft Word? Are you an exceptionally organized and remarkably detail-oriented person with excellent communication skills, high-quality standards, and a strong work ethic? Then this is the next great opportunity for you!

The Role

Reporting to the Operations Documentation Manager, you add value by key areas of oversight such as:

• Supporting the Operations Documentation Manager with the re-platform of the documentation management system to the cloud in SharePoint Online to ensure the successful completion of the project;
• Supporting the Operations Documentation Manager with the daily operational requirements of the documentation management system to ensure a smooth and efficient transition while the project is underway;
• Facilitating the development of new policy/procedure manuals based on the standards of the documentation management system;
• Supporting policy/procedure technical writing for duplication, consistency and alignment while working with various working groups;
• Formatting and editing policy/procedure articles and appendices to a high-quality standard with a focus on attention to detail to align with the standards of the documentation management system;
• Collaborating and liaising with the Safety department, cross-departmental leaders, SharePoint Online project team, internal IT department and external IT vendors/consultants to assist with the successful completion and implementation of the project to ensure business requirements are met and positive user satisfaction and adoption;
• Providing general user support for the documentation management system to ensure exceptional customer service by understanding the business requirements and the organization, processes and architecture of the documentation management system for the set up of sites, lists, libraries, workflows etc.;
• Assisting with the strategic planning process for the re-platform of the documentation management system to the cloud in SharePoint Online to meet changing business requirements and to ensure continuous improvement and sustainability;
• Providing guidance and advice on documentation management systems and architecture requirements (such as library or information organization, taxonomy or records management advice etc.);
• Developing and providing training for user support, documentation management processes and policy/procedure writing processes (such as coaching, demos, walkthrough sessions etc.);
• Creating training material for the new SharePoint Online system and updating existing resources (such as quick reference guides, checklists, site pages, videos etc.);
• Testing the functionality of the new SharePoint Online system to verify it meets the business requirements and user stories of the documentation management system;

What you bring to the team

• A Bachelor’s degree related to Library and Information Studies, Archives Management, or Records Management.
• Minimum 1-3 years of experience in the advanced usage of computer applications including Microsoft Office tools, SharePoint, electronic records and documentation management systems, search applications and database design/management.
• Minimum 1-3 years of experience in policy/procedure technical writing, formatting and editing documentation.
• Minimum 1-3 years of experience in managing policy/procedure development and documentation management systems.
• Experience in managing change, communications and user issues.
• Experience in workshop facilitation, training and customer service.
• You have a strong work ethic with the ability to follow through on commitments and acknowledging and assuming responsibility for work, actions and decisions.
• You have excellent communication skills with the ability to convey complex and technical issues to diverse audiences, orally and in writing, in a manner that is easily understood, authoritative and actionable for the business.
• You have high-quality standards with the ability to be exceptionally organized and remarkably detail-oriented.
• You take initiative to acquire new knowledge and learn new skills, can adapt to change and take action to encourage others to change to embrace and practice continuous improvement.
• You also bring a passion for original and innovative thinking to produce new ideas and create innovative solutions.
• You foster positive and collaborative relationships with different teams, building trust through consistency, goal alignment and transparency.

Join us!

If this sounds like your next great career move, please submit your cover letter and resume by April 27, 2025.

Additional information

The target salary range: $64,300 - $80,400 per annum. The starting salary is determined based on the successful candidate’s knowledge, experience and internal equity. Starting salary may exceed the target range on exceptional basis.

"We connect communities and customers to people and places important in their lives"

At BC Ferries, our employees are our most important assets in delivering our commitment to customer safety, service and satisfaction. We support employment equity and diversity in the workplace and we encourage applications from all qualified individuals including women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who reflect our ever-changing workplace.

We appreciate the interest of all applicants; however only those selected for an interview will be contacted.