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About the Role

We are seeking a detail-oriented Document Management Analyst to ensure the control, maintenance, and distribution of project documentation using electronic document management systems. This role is key to maintaining document integrity, establishing efficient workflows, and ensuring compliance with project and contractual requirements in a fast-paced project environment.

Responsibilities

• Manage, maintain, and optimize document management systems (e.g., Aconex, SharePoint) to enhance document tracking, accessibility, searchability, reporting, and workflow efficiency.
• Receive, log, upload, track, distribute, and archive project documentation and records according to established procedures and naming conventions.
• Ensure the quality, integrity, traceability, security, and accessibility of project documentation, including drawings, specifications, contracts, permits, correspondence, and other project-related records.
• Manage electronic document workflows, ensuring timely review, approval, processing, and distribution of documents to internal and external stakeholders.
• Monitor compliance with contractual requirements, document control procedures, and internal policies, implementing corrective actions as needed.
• Perform document quality checks to identify discrepancies, duplicates, missing information, or non-compliance, coordinating corrective actions with project teams.
• Create and maintain document registers, logs, tracking sheets, status reports, audit reports, and performance metrics.
• Assign, manage, and maintain project document numbering according to established standards and procedures.
• Manage document distribution matrices, RACI assignments, user permissions, and access controls.
• Contribute to the development, implementation, and continuous improvement of document control processes, workflows, templates, and procedures to optimize project efficiency.
• Collaborate with project managers, engineers, consultants, subcontractors, and other stakeholders to coordinate document-related activities and ensure timely deliverable completion.
• Provide onboarding, training, coaching, and ongoing support to project personnel on document control systems, standards, and best practices.
• Assist users in effectively utilizing document management systems and coordinate with IT or system administrators to resolve issues.
• Perform any other tasks related to document control, data management, reporting, and project administration as assigned.

Requirements

• Post-secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, professional training, and experience.
• Minimum 3 to 5 years of relevant experience in document control, records management, project administration, or document management systems.
• Proficiency in document control principles and experience in engineering, construction, project management, or technical documentation.
• Experience with Electronic Document Management Systems (EDMS) is considered an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Basic knowledge of records management principles, including document lifecycle, version control, and metadata concepts.
• Familiarity with technical terminology, contractual frameworks, and project delivery environments is considered an asset.
• Excellent written and oral 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, with the ability to manage multiple tasks simultaneously and meet deadlines.
• High attention to detail, with a focus on accuracy and quality of work.
• Strong analytical and problem-solving skills, with the ability to identify and resolve issues effectively.
• Ability to work independently with minimal supervision, while also contributing effectively within multidisciplinary teams.
• Strong stakeholder coordination skills, with the ability to build and maintain effective working relationships.
• Ability to interpret and consistently apply procedures, workflows, standards, and contractual requirements.
• Strong coordination and follow-up skills to ensure timely completion of activities and deliverables.
• Proven professionalism, accountability, integrity, discretion, and reliability.
• Adaptability to changing priorities and ability to maintain performance under pressure.
• Structured, methodical, and process-oriented approach with a focus on continuous improvement.

Location

• Toronto
• Montreal

Work Type

• Hybrid

Experience Level

• 3-5 years

Education Level

• Post-secondary education in Information Management, Business Administration, or a related discipline

Benefits

• Core group insurance paid for you and your family: medical, dental, life, disability, etc.
• Access to wellness and health accounts to support your lifestyle.
• $500 Flex-Alto account to encourage a healthy approach and more sustainable transportation.
• Retirement plan and savings options (RRSP and TFSA).
• Vacation based on your experience, available upon hiring.
• Incentive compensation program.

About the Company

• Alto is actively involved in transforming Canada's future through its high-speed rail project connecting Quebec City to Toronto.
• With the support of the Government of Canada, this innovative initiative aims to improve citizens' quality of life, strengthen community ties, and stimulate economic growth.
• We are working to build high-performing and diverse teams.
• At Alto, we believe in the strength of diverse teams.
• We strive to provide an inclusive and equitable work environment where everyone can develop and thrive.
• Alto offers equal employment opportunities to all and invites qualified individuals, regardless of identity, origin, or situation, to apply.
• For more information about the entire project, visit Alto - Home.

Equal Opportunity

• Alto offers equal employment opportunities to all and invites qualified individuals, regardless of identity, origin, or situation, to apply.
• Please let us know if you require any accommodations during the recruitment process. We will do our best to provide you with a fair and enjoyable experience while keeping accommodation measures confidential.