Records Management Coordinator

JAVA Holdings Ltd.•Calgary, AB

2d•Onsite

About The Position

Java Holdings Ltd. owns a portfolio of companies in North America and Europe and is engaged in its acquisitions providing high level execution support for large utility, oil and gas, and power generation projects, specializing in EPCM (Engineering, Procurement, Construction & Management). Are you a proactive, detail-oriented individual who is energized by organizing information, improving processes, and working in an environment where structure is still developing? If so, we want you to join our team as a Records Management Coordinator. This is an entry-level/junior position supporting a developing records management program where many processes, standards, and practices are still evolving. We are seeking candidates with relevant education in records management, information governance, library/information studies, or a related field, and/or some foundational experience through co-op, internship, or administrative work. The ideal candidate is adaptable, organized, and comfortable working in a fast-paced environment with shifting priorities and evolving expectations. The successful candidate is someone who learns quickly, takes initiative, and is comfortable working through ambiguity with guidance and feedback. You are able to follow direction while also identifying opportunities for improvement, supporting change in a practical way, and contributing to the development of more effective processes over time. Strong communication, attention to detail, and a collaborative mindset are essential. Reporting to the Team Lead of Records Information Management at Java Holdings, this role is office-based in Nisku or Calgary, AB and requires occasional travel between office locations and within multiple office sites at each location.

Requirements

Bachelor’s degree in Library Science, Information Management, Records Management, or a related field, or a combination of education and experience in records information management, document control, or a related area
Minimum 1 year of relevant experience in records information management, document control, or a related field; higher experience may compensate for education where applicable.
Experience with records retention schedules, records lifecycle management, and records management projects, including migration, destruction, and archiving
Familiarity with records management and document control systems is required.

Nice To Haves

Experience with M-Files is considered an asset.
Knowledge of compliance requirements and regulatory standards (e.g., GARP, PIPEDA, ISO 15489) is preferred
Membership in professional records or information management associations such as ARMA is desirable
Relevant certification such as CRA, CRM, or IGP is a plus

Responsibilities

Support Java companies in achieving records management compliance by providing guidance, influencing behaviour, and leading organizational change initiatives
Serve as the primary records management contact for Java companies, proactively addressing inquiries, providing regular updates, and escalating matters to Java RM as required
Participate in initiatives that showcase records management as a critical business function and demonstrate its impact on organizational success
Contribute to continuous improvement of records management processes by identifying gaps and recommending enhancements to standards and processes
Lead records management projects, including archiving and destruction, and support broader initiatives requiring records management involvement such as system migrations
Develop, review, and maintain the Records Retention Schedule, including researching relevant legal citations
Support the development and delivery of records management policies, processes, procedures, governance documents, and training initiatives as required