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About the Role

We are seeking a detail-oriented Analyst, Document Management to support the control, maintenance, and distribution of project documentation using Electronic Document Management Systems. The position plays a key role in maintaining document integrity, enabling efficient workflows, and ensuring compliance with contractual and project requirements in a fast-paced project environment.

Responsibilities

• Administer, maintain, and optimize document management systems to improve document tracking, accessibility, retrieval, reporting, and workflow efficiency.
• Receive, log, upload, track, distribute, and maintain project documentation and records in accordance with established procedures and naming conventions.
• Ensure the quality, integrity, traceability, security, and accessibility of project documentation, including drawings, technical specifications, contracts, permits, correspondence, and other project records.
• Manage electronic document workflows, ensuring timely review, approval, processing, and distribution of documents to internal and external stakeholders within established turnaround targets.
• Monitor compliance with contractual requirements, document control procedures, and internal policies, implementing corrective actions where required.
• Conduct quality reviews of documentation to identify discrepancies, duplicates, missing information, or non-compliance, and coordinate corrective actions with project teams.
• Generate and maintain document registers, logs, trackers, status reports, audit reports, and performance metrics.
• Allocate, manage, and maintain project document numbering in accordance with established standards and procedures.
• Manage document distribution matrices, RACI assignments, user permissions, and access controls.
• Support the development, implementation, and continuous improvement of document control processes, workflows, templates, and procedures to enhance project efficiency.
• Collaborate with project managers, engineers, consultants, contractors, and other stakeholders to coordinate document activities and ensure timely completion of deliverables.
• Provide onboarding, training, guidance, and ongoing support to project personnel on document control systems, standards, and best practices.
• Assist users in the effective use of document management systems and coordinate with IT or system administrators to resolve issues.
• Perform other document control, data management, reporting, and project administration duties as assigned.

Requirements

• Post-secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, training, and experience.
• Minimum 3 to 5 years of relevant experience in document control, records management, project administration, or document management systems.
• Familiarity with document control principles and exposure to engineering, construction, project management, or technical documentation environments.
• 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.
• Understanding of engineering terminology, contractual frameworks, and project delivery environments is considered an asset.
• Strong written and verbal communication skills in English and French.
• Ability to work in a fast-paced project environment and manage competing priorities.

Skills

• Strong organizational and prioritization skills
• High attention to detail
• Strong analytical and problem-solving skills
• Ability to work independently and in multidisciplinary teams
• Strong stakeholder coordination skills
• Ability to interpret and apply procedures, workflows, standards, and contractual requirements
• Strong coordination and follow-up skills
• Professionalism, accountability, integrity, discretion, and reliability
• Adaptability to changing priorities
• Structured, methodical, and process-oriented approach
• Focus on continuous improvement

Location

• Toronto
• Montreal

Work Type

• Hybrid

Experience Level

• 3 to 5 years

Education Level

• Post-secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, training, and experience.

Benefits

• Basic paid group insurance for you and your family: medical, dental, life, disability, etc.
• Access to wellness and health accounts
• 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.

About the Company

• 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.
• 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.

Equal Opportunity

• 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.