Scanning & Records Assistant

Altis; Toronto; Hybrid; CAD 63,000 - 70,000; Full time

Benefits offered by this job

Hybrid work arrangement

Consistent weekday hours

Job summary

Altis in Downtown Toronto, ON, is seeking a Scanning & Records Assistant for a 3-month contract with a potential extension through December 2027. The role is hybrid (1 day onsite per week) and requires a completed bachelor’s degree, strong English, and meticulous document management skills.

You will scan, index, store, and categorize documents, handle printing requests, and support mail and office services while following established records procedures.

Qualifications

• Bachelor’s degree required.
• Proficiency with SharePoint and Microsoft Office is required.
• Experience scanning, indexing, filing, or managing electronic documentation is strongly preferred.
• Minimum 1 year of related experience in office services, records management, or administrative support.

Responsibilities

• Scan, index, and accurately store incoming paper documents in centralized electronic filing systems.
• Review documents to ensure proper categorization, naming, and filing for easy retrieval.
• Retain and organize records according to retention schedules and confidentiality procedures.
• Process printing and document preparation requests for internal teams.
• Receive, sort, and distribute physical mail; support other office services activities as required.
• Work across multiple processes and adapt when workflows change.
• Manage competing priorities while maintaining accuracy and timelines.

Skills

Office administration

Records management

Document processing

Scanning

Attention to detail

Time management

Organizational skills

Independent work

Team collaboration

Confidentiality

Regulatory experience

Education

Bachelor's degree

Tools

SharePoint

Microsoft Office

Job description

Location: Downtown Toronto, ON (Hybrid – 1 day onsite per week)

Hours: Monday to Friday, 8:30 AM – 4:30 PM (35 hours/week)

Pay Rate: $35.07/hour

Duration: 3-month contract with potential for extension through December 2027

Education: Completed bachelor’s degree required

Language: Strong written and spoken English communication required

About the Opportunity

Our client is seeking a detail-oriented Scanning & Records Assistant to support document management and office services within a structured, fast-paced environment.

In this role, you’ll be responsible for ensuring incoming documents are accurately scanned, indexed, stored, and retained within centralized electronic filing systems. You’ll also provide support with printing requests and physical mail while following established records management procedures.

This opportunity is ideal for someone who enjoys process-driven work, has exceptional attention to detail, and can stay organized while managing changing priorities and procedures.

What’s in It for You

You’ll gain valuable experience supporting records and information management within a professional environment while working with established document management processes and systems.

This role offers a hybrid work arrangement, consistent weekday hours, and the potential for a long-term extension through December 2027.

Your Responsibilities

• You’ll scan, index, and accurately store incoming paper documentation within centralized electronic filing systems
• You’ll review documents to ensure information is properly categorized, named, and filed for easy retrieval
• You’ll retain and organize records according to document type and established retention schedules
• You’ll maintain accurate electronic records while following established document management and confidentiality procedures
• You’ll process printing and document preparation requests for internal teams
• You’ll receive, sort, and distribute physical mail while supporting other office services activities as required
• You’ll work across multiple processes and procedures, adapting quickly when requirements or workflows change
• You’ll manage competing priorities and volumes while ensuring accuracy and established timelines are maintained

Skills and Qualifications

• Minimum 1 year of related experience within an office services, records management, document processing, scanning, or administrative support environment
• Completed bachelor’s degree required
• Proficiency with SharePoint and Microsoft Office is required
• Experience scanning, indexing, filing, or managing electronic documentation is strongly preferred
• Exceptional attention to detail with the ability to accurately process high volumes of information
• Strong organizational and time-management skills with the ability to manage multiple priorities
• Comfortable following detailed processes and adapting when procedures or requirements change
• Ability to work independently while contributing effectively within a team environment
• Strong professionalism and discretion when handling confidential or sensitive documentation
• Previous experience within government ministries, the broader public sector, healthcare, or regulatory environments is considered a strong asset

Note from the Hiring Manager

“We’re looking for someone who is highly organized, detail-oriented, and comfortable working within established processes. The ideal candidate can manage a fast-paced workload, adapt when procedures change, and consistently ensure documents and records are handled accurately.”