Coordinator, Document Management

At Alto, we are actively contributing to the transformation of Canada's future with our high-speed train project connecting Quebec City and Toronto. With the support of the Government of Canada, this innovative project aims to improve the quality of life of our citizens, strengthen ties between communities and stimulate economic growth.

Would you like to take on a stimulating, high-impact challenge?  We are looking for an Coordinator, Document Management. This position may be based in either our Toronto or Montreal office.

The role

We are seeking a detail-oriented Document Management Coordinator to support the control, maintenance, and distribution of project documentation using Electronic Document Management Systems (e.g., Aconex, SharePoint).

The position provides day-to-day coordination and administrative support for document management activities, helping maintain document integrity, facilitate efficient workflows, and promote compliance with established project procedures and contractual requirements in a fast-paced project environment.

The responsibilities

• Support the administration and day-to-day maintenance of Electronic Document Management Systems (e.g., Aconex, SharePoint), assisting with document tracking, accessibility, retrieval, reporting, and workflow activities.
• Receive, log, upload, track, distribute, and maintain project documentation and records in accordance with established procedures and naming conventions.
• Maintain the quality, integrity, traceability, security, and accessibility of project documentation, including drawings, technical specifications, contracts, permits, correspondence, and other project records.
• Coordinate document workflows by routing documentation for review, approval, processing, and distribution, while following established turnaround targets.
• Monitor document control activities for compliance with contractual requirements, document control procedures, and internal policies, escalating issues or discrepancies as appropriate.
• Perform quality checks on documentation to identify discrepancies, duplicates, missing information, or non-compliance, and coordinate with project teams to facilitate resolution.
• Prepare and maintain document registers, logs, trackers, status reports, and other document control records.
• Maintain document distribution matrices, user permissions, access controls, and RACI assignments under established governance.
• Provide day-to-day guidance and support to project personnel on document control systems, procedures, and best practices.
• Perform other document control, records management, reporting, and project administration duties as assigned.

The requirements

• Post-secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, training, and experience.
• 1-3 years of relevant experience in document control, records management, project administration, or document management systems.
• Experience working with Electronic Document Management Systems (EDMS) is considered an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Basic understanding of records management principles, including document lifecycle, version control, and metadata concepts is considered an asset.
• Strong written and verbal communication skills in English and French.
• Ability to work in a fast-paced project environment while managing competing priorities.

Skills and Key Competencies

• Strong organizational and prioritization skills with the ability to manage multiple tasks and meet deadlines.
• High attention to detail and commitment to accuracy and quality.
• Good analytical and problem-solving skills with the ability to identify issues and escalate them appropriately.
• Ability to work independently while collaborating effectively with multidisciplinary teams.
• Strong communication and stakeholder coordination skills.
• Ability to interpret and consistently apply established procedures, workflows, standards, and document control requirements.
• Strong coordination and follow-up skills to support the timely completion of document management activities.
• Professionalism, accountability, integrity, discretion, and reliability.
• Adaptability and the ability to work effectively in a dynamic project environment.
• Structured, methodical, and process-oriented approach with a focus on consistency and continuous improvement.

Why join our innovative team?

• Basic paid group insurance for you and your family: medical, dental, life, disability, etc.
• Access to wellness and health accounts to support your lifestyle.
• Flex-Alto account of $500 to encourage a healthier approach and a more sustainable mode of transportation.
• A retirement plan and savings options (RRSP and TFSA).
• Vacations based on experience, available upon hiring.
• An incentive compensation program.
• Flexible hybrid work mode.
• A work environment that encourages initiative, innovation, and forward-thinking solutions.
• A unique opportunity to shape the future of transportation in Canada.

We work to create high-performance, diversified teams

At Alto, we believe in the power of diverse teams. We aspire to provide an inclusive and equitable work environment where everyone can develop and flourish. Alto offers equal employment opportunities to all and invites qualified individuals, regardless of their identity, origin or situation, to apply.

Please let us know if you need any adjustments during the recruitment process. We will do our utmost to provide you with a fair and pleasant experience, while keeping any adjustments confidential.

Please note that we will communicate only with those candidates whose applications are selected for further consideration. To find out more about the entire project, visit Alto - Home.