Document Controller, Asset Lifecycle Management

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.

In Engineering and Safety we play a key role in ensuring the safe, reliable, and cost-effective service of our transit system as the Metrolinx engineering technical authority and owner of more than $20 billion in assets and growing to $60 billion by 2030.

To promote an equitable, diverse, and inclusive environment, we provide the following

• Parental Leave Top-Up
• Lactation Accommodation
• Competitive Pension Plan
• Annual Learning Reimbursement
• Mentorship Program
• Recognition of Prior Public Sector Service for Vacation Entitlements
• Free GO Network Travel

Our Asset Lifecycle Management office is looking for a Document Controller to manage and control documents in the enterprise document and record management system, create and manage document related KPIs, process asset document handovers, revisions and requests, maintain, monitor and carry out audits for document integrity, access, and security.

What will I be doing?

• Carry out document management functions; 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 processes and tools as required; if necessary, prepare training material and job aids.
• Verify relevant metadata / information / document deliverables are handed over as defined
• Use the enterprise maintenance management system, geo spatial system or collaborate with subject matter experts to obtain relevant metadata/information.
• Be the Super User for the document management system (e.g. set up users, manage user groups, etc.) according to established security policies and procedures.
• Recommend document process improvements for efficiency and create job aids for business continuity.
• Create reports, trackers and graphs to indicate document management progress and status.
• Conduct compliance audits on document processes, folders and requests.
• Be the subject matter expert and point person for document related matters.
• Support tasks related to managing and controlling documents as required.

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 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
• 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, Open Text 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
• Ability to coordinate and build relationships with stakeholders
• Aptitude to learn new systems and skills
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and 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
• Develop and deliver training on relevant processes, procedures, etc.

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

Metrolinx is an equal opportunity employer and committed to a diverse and inclusive workforce. We are also committed to offering reasonable accommodation to job applicants in accordance with applicable legislation. If you require assistance or an accommodation at any point during the hiring process, please contact us at: 416-202-5601 or email [email hidden].

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.

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