Coordonnateur(trice) en gestion documentaire / Document Management Coordinator

Keolis Canada•Montreal, QC

About The Position

Canada Rail, a joint venture between Keolis Canada and SNCF Voyageurs, is seeking a Document Management Coordinator. This role is responsible for implementing, maintaining, and enforcing document management practices to ensure the integrity, compliance, accessibility, and traceability of information throughout the project lifecycle. The coordinator will act as the central point for document governance and actively support project teams, as well as internal and external stakeholders. Canada Rail is involved in the Alto high-speed train project connecting Quebec City to Toronto, a landmark project set to revolutionize mobility in Canada.

Requirements

University degree in document management, information management, archival studies, administration, or a related field.
2 to 5 years of experience in document management within a structured project environment.
Proficiency with collaborative platforms (SharePoint / Microsoft 365, Aconex, or equivalent).
Strong understanding of the document lifecycle and version control practices.
Knowledge of contractual environments and project deliverables.
Experience coordinating with multidisciplinary teams and external partners.
Familiarity with compliance, audit, and information confidentiality requirements.
High level of accuracy and strong attention to detail.
Excellent organizational skills and ability to manage priorities.
Ability to structure, analyze, and ensure the reliability of documented information.
Strong communication and collaboration skills with various stakeholders.
Ability to work independently and take ownership in a multi-project environment.
Ability to train and support users.
Continuous improvement mindset and problem-solving skills.
Discretion and strict respect for confidentiality requirements.

Responsibilities

Implement and maintain the document management system (e.g., SharePoint, DMS).
Apply document control procedures and standards.
Classify, index, and name documents according to established rules.
Manage document versions, revisions, and statuses.
Verify document compliance with internal, contractual, and regulatory requirements.
Ensure that only approved and current document versions are distributed and used.
Conduct periodic audits to ensure document integrity.
Apply information confidentiality and security rules.
Coordinate document flows between internal teams and external partners.
Manage transmittals, including document submission, tracking, and acknowledgements.
Ensure access to the correct document versions at the right time.
Support project teams during document reviews.
Format deliverables in accordance with client expectations.
Train and support users on document management tools and processes.
Act as the main point of contact for all document management-related inquiries.
Support internal and external audits.
Contribute to the continuous improvement of document management practices.
Plan and manage the archiving of paper and electronic documents.
Prepare project close-out documentation (as-built documents, final deliverables).
Ensure long-term traceability and preservation of information.