Team Lead (Digitization)

RMSI; Toronto; On-site; CAD 90,000 - 120,000; Full time

Job summary

RMSI seeks a Team Lead (Digitization) to provide technical leadership and oversight for the digitization team, ensuring accurate, timely processing of utility asset and historical records. You will mentor staff, drive SOPs, metadata quality, and process improvements while coordinating with clients and project stakeholders.

The role requires strong records management knowledge, experience with digitization workflows, metadata standards, and document management systems, plus excellent

Qualifications

• Bachelor’s degree in information management or related field; 3–5 years in digitization/records management.
• Experience leading teams and delivering projects on schedule.
• Knowledge of metadata standards and document management systems.
• Strong analytical, training, and stakeholder management skills.

Responsibilities

• Lead day-to-day technical and operational support for the digitization team.
• Coordinate with clients and stakeholders on data collection initiatives.
• Plan onsite and offsite records collection and track inventory.
• Develop and improve SOPs, metadata standards, and processing guidelines.
• Provide guidance on records processing, indexing, and file classification.
• Monitor quality control, audits, and corrective actions.
• Lead onboarding, training, and knowledge sharing.
• Track productivity and project progress with dashboards and reports.
• Identify risks and opportunities for process improvement.

Skills

Team Leadership

Digitization

Records Management

Metadata Standards

QA/QC

Project Coordination

Education

Bachelor’s degree or higher

Tools

ProjectWise

Job description

The Team Lead (Digitization) is responsible for providing technical leadership, operational oversight, and day-to-day support to the digitization team to ensure the accurate, efficient, and timely processing of utility asset and historical records. This role serves as the primary liaison between the client and project team, overseeing collection planning, records digitization workflows, metadata quality, team performance, training, and continuous process improvement.

The position requires a strong understanding of records management, digitization best practices, metadata standards, quality assurance processes, and document management systems, along with the ability to mentor team members and resolve operational and technical challenges.

Responsibilities

• Lead and provide day-to-day technical and operational support to the digitization team, ensuring productivity, quality, and timely delivery of project objectives.
• Coordinate with clients and project stakeholders on new data collection initiatives, including scope assessment, resource planning, timelines, and execution roadmaps.
• Plan and oversee onsite and offsite records collection activities and maintain accurate inventory tracking throughout the digitization lifecycle.
• Develop, maintain, and improve SOPs, metadata standards, processing guidelines, and project documentation.
• Provide technical guidance on records processing, metadata capture, document indexing, file classification, and document management systems.
• Coordinate metadata tracking, data validation, and reporting to ensure accuracy, completeness, and compliance with project requirements.
• Establish and monitor quality control (QC) processes, conduct audits, investigate issues, and implement corrective actions to maintain high-quality deliverables.
• Lead onboarding, training, and knowledge-sharing activities while promoting continuous improvement and best practices across the team.
• Monitor team performance, workloads, resource utilization, and project progress through dashboards, status reports, and productivity metrics.
• Identify risks, bottlenecks, and opportunities for process improvement, and support project planning, forecasting, and resource allocation.
• Serve as the primary point of contact for team inquiries, operational issues, and stakeholder communications, escalating complex matters as required.

Requirements:

• Strong knowledge of records management, digitization workflows, metadata standards, and document control practices.
• Experience supporting document management systems, preferably ProjectWise or similar enterprise content management platforms.
• Demonstrated ability to lead teams and provide day-to-day operational and technical support.
• Strong analytical and problem-solving skills with the ability to identify process improvements and implement solutions.
• Experience with quality assurance, quality control, and compliance monitoring.
• Proficiency in Microsoft Office applications, particularly Excel for reporting, tracking, and data analysis.
• Excellent organizational, communication, and stakeholder management skills.
• Ability to manage multiple priorities and adapt to changing project requirements.

Skills & Qualification

• Bachelor’s degree in information management, Records Management, GIS, Business Administration, or a related field; equivalent education and experience may be considered.
• Minimum 3–5 years of experience in utility or asset records digitization, document management, information management, or related disciplines.
• Demonstrated experience leading teams, providing technical support, and delivering project outcomes within established timelines and quality standards.
• Experience with document management systems, records management platforms, or large-scale digitization projects is highly desirable.