Analyst, Document Management

VIA HFR - VIA TGF Inc • Montreal, QC

9d • Hybrid

About The Position

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 are seeking a detail-oriented Analyst, Document Management to support the control, maintenance, and distribution of project documentation using Electronic Document Management Systems (e.g., Aconex, SharePoint). 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.

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.

Nice To Haves

• Experience working with Electronic Document Management Systems (EDMS) is considered an asset.
• Understanding of engineering terminology, contractual frameworks, and project delivery environments is considered an asset.

Responsibilities

• Administer, maintain, and optimize document management systems (e.g., Aconex, SharePoint) 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 continuously improve 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.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree