Document Controller

Job Description

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.

Our Capital Projects Group (CPG) workforce is made up of driven and dedicated professionals who care deeply about working together to deliver infrastructure and make a positive impact in our communities. Join us as we build a knowledgeable and collaborative team that courageously changes how transit projects will be delivered.

Our Rapid Transit Document Control Team is looking for multiple Document Controllers to join the team! You will manage and administer the departmental records and document management system, maintains electronic and hardcopy filing systems, and monitors data integrity, access, and security.

What will I be doing?

• Process contract related documentation including correspondence and contract deliverable documents. Facilitates and monitors Submittal review cycle.
• Administer a document management system (e.g., coordinates user set-up, establishes security rights, and maintains security of documents according to established security policies and procedures)
• Ensure documents are submitted and managed in appropriate systems, and provides document search and retrieval support for project, contract, FOI (Freedom of Information) and other corporate and regulatory requests.
• Perform routine data quality controls, and catalogues and indexes information for easy retrieval.
• Verify relevant information on record documents are provided as required metadata within appropriate systems (e.g. drawing number, version number, status, document type, revision and required summary of changes since previously submitted revision).
• Track and monitor day-to-day document control activities to organize and align information with established policies, procedures, and project requirements, and to ensure that project information is accurate, controlled, transmitted, and archived for optimal tracking and retrieval.
• implement new and revised document control processes, policies, and procedures.
  
  
  

What Skills and Qualifications Do I Need?

• Completion of a diploma in a related discipline or a combination of education, training and experience deemed equivalent.
• Demonstrated experience with document management and control is a requirement.
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes.
• MS Office Suite (Outlook, Word, Excel, PowerPoint, etc.), Adobe Acrobat Professional and database administration experience (Unifier, ACONEX, and ProjectWise) to review and manage document control processes.
• Interpersonal and oral/written/presentation communication skills to review and edit documents for compliance with document control policies and processes, act as a point of contact between the department and internal stakeholders and develop and deliver training.
  
  
  

Don’t Meet Every Requirement?

If you’re excited about working with Metrolinx but your past experience doesn’t quite align with every qualification of this posting, we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.

We invite all interested individuals to apply and encourage applications from members of equity-deserving communities, including those who identify as Indigenous, Black, racialized, women, people with disabilities, and people with diverse gender identities, expressions and sexual orientations.

Accommodation

We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process, please let our Recruitment team know by contacting us at: 416-202-5601 or email hr.recruitment@metrolinx.com .

Application Process

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.

Should it be determined that any background information provided is misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.