Document Controller at MX Career Site

Toronto, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

29 Jun, 26

Salary

0.0

Posted On

31 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Document Management, Data Integrity, Compliance Audits, Metadata Verification, Training, Stakeholder Coordination, Attention to Detail, MS Office Suite, Adobe Acrobat DC, EDRMS, SharePoint, OpenText, Database Administration, Document Control Processes, Construction Environment, Capital Asset Environment

Industry

Urban Transit Services

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. The Rapid Transit Operations division creates the framework to ensure continuity and standardization across Light Rail Transit (LRT), Bus Rapid Transit (BRT) and Subway programs to support the long term validity of each project and the integration of all Operations Delivery lines into the project life cycle and Metrolinx Organization. The Document Controller manages and administers the departmental records management system, maintains electronic and hardcopy filing systems, and monitors data integrity, access, and security. This role supports the operational excellence and regulatory compliance through effective document life cycle management for the Rapid Transit Operations division. What will I be doing? * Carry out document management function; process documents handed over through projects/contracts; provide/check out documents requested for design change/information; check in/upload revised/new documents. * Provide training on document control processes and tools as required, if necessary, prepare training material and job aids. * Verify relevant metadata / information / document deliverables are handed over as defined (e.g. document number, revision number, document type, etc.). * Use the enterprise maintenance management system, geo spatial system or collaborate with subject matter experts to obtain relevant metadata/information. * Administer document management system (e.g. sets up users and maintains security of documents according to established security policies and procedures). * Recommend document process improvements for efficiency. * Conduct compliance audits on document processes, folders and requests. * Subject matter expert and point person for document related matters. * Support tasks related to managing and controlling documents as required including declining documents that do not meet required criteria. * Establish workflows and monitors documents throughout review processes. * Review documents and confirms approvals for official documents prior to processing and mass distribution arrangements. * Point of contact for document control matters between the department and internal and external stakeholders. 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 processes preferably within a construction or capital asset environment. * Familiarity and experience working with a document management system, maintenance management system and/or geo spatial system. * Intermediate knowledge of MS Office Suite, Adobe Acrobat DC, EDRMS, SharePoint, OpenText and database administration. * Aptitude to multitask and learn new systems and skills. * Attention to detail to monitor compliance with document management and control policies and processes. * Ability to coordinate and build relationship with stakeholders. * Strong written and oral communication skills. 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. For Internal applicants, with the recent implementation of the Internal Mobility Policy, the internal recruitment process has changed for non-union roles. Candidates must be in their current role for 12 months prior to applying for another role and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policy [https://metrolinx.sharepoint.com/sites/MyLinx-Policy/Manuals/Forms/AllItems.aspx?id=%2Fsites%2FMyLinx%2DPolicy%2FManuals%2FHR%20Policies%20by%20name%2FHR%2D0202%2D17%20Internal%20Career%20Mobility%20Policy%2Epdf&parent=%2Fsites%2FMyLinx%2DPolicy%2FManuals%2FHR%20Policies%20by%20name] before submitting your application. 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.

Responsibilities

The Document Controller manages and administers the departmental records management system, ensuring effective document life cycle management. This role includes processing documents, providing training, conducting compliance audits, and serving as the point of contact for document-related matters.