Document Control Analyst

Location: Montreal, Quebec, CA, H2Z 0C2

Toronto, ON, CA, M5J 2M2

At Alto, we are actively contributing to the transformation of tomorrow's Canada through our high-speed train project connecting Quebec to Toronto. With the support of the Government of Canada, this innovative initiative aims to improve the quality of life of our citizens, strengthen community ties, and stimulate economic growth.

Do you want to take on a challenging and impactful challenge? We are looking for a Document Control Analyst. This position can be based at our Toronto or Montreal office.

The Role

We are seeking a detail-oriented Document Control Analyst to ensure the control, maintenance, and distribution of project documentation using electronic document management systems (e.g., Aconex, SharePoint). The person in this role plays a key part in maintaining document integrity, implementing efficient workflows, and ensuring compliance with contractual and project requirements in a fast-paced project environment.

Responsibilities

Manage, maintain, and optimize document management systems (e.g., Aconex, SharePoint) to improve tracking, accessibility, search, report generation, and workflow efficiency related to documents.

Receive, record, upload, track, distribute, and store project documentation and archives in accordance with established procedures and naming conventions.

Ensure the quality, integrity, traceability, security, and accessibility of project documentation, including plans, specifications, contracts, permits, correspondence, and other project-related files.

Manage electronic document workflows, ensuring that review, approval, processing, and distribution of documents to internal and external stakeholders are completed on time.

Monitor compliance with contractual requirements, document control procedures, and internal policies, and implement corrective measures if necessary.

Perform document quality checks to identify discrepancies, duplicates, missing information, or non-compliance cases, and coordinate corrective actions with project teams.

Create and maintain document registers, logs, tracking tables, status reports, audit reports, and performance indicators.

Assign, manage, and maintain project document numbering in accordance with established standards and procedures.

Manage document distribution matrices, RACI assignments, user permissions, and access controls.

Contribute to the development, implementation, and continuous improvement of document control processes, workflows, templates, and procedures to optimize project efficiency.

Collaborate with project managers, engineers, consultants, subcontractors, and other stakeholders to coordinate document-related activities and ensure timely delivery of deliverables.

Ensure the integration, training, support, and continuous guidance of project staff regarding document control systems, standards, and best practices.

Assist users in effectively utilizing document management systems and coordinate with the IT service or system administrators to resolve issues.

Perform any other tasks related to document control, data management, reporting, and project administration as assigned.

Requirements

Post-secondary education in information management, business administration, or a related discipline, or an equivalent combination of education, professional training, and experience.

Minimum 3 to 5 years of relevant experience in document control, records management, project administration, or document management systems.

Knowledge of document control principles and experience in engineering, construction, project management, or technical documentation fields.

Experience with electronic document management systems (EDMS) is considered an asset.

Proficiency in Microsoft Office suite (Word, Excel, Outlook, and PowerPoint).

Basic knowledge of records management principles, including document lifecycle, version control, and metadata-related concepts.

Proficiency in technical terminology, contractual frameworks, and project execution environments is considered an asset.

Excellent written and oral communication skills in English and French.

Ability to work in a fast-paced project environment and manage competing priorities.

Key Skills

Strong organizational and prioritization skills, with the ability to manage multiple tasks simultaneously and meet deadlines.

Attention to detail, with a focus on accuracy and quality of work.

Strong analytical and problem-solving skills, with the ability to effectively identify and resolve issues.

Ability to work autonomously with minimal supervision, while contributing effectively to multidisciplinary teams.

Strong stakeholder coordination skills, with the ability to establish and maintain effective working relationships.

Ability to interpret and apply procedures, workflows, standards, and contractual requirements consistently.

Strong coordination and tracking skills to ensure timely completion of activities and deliverables.

Proven professionalism, sense of responsibility, integrity, discretion, and reliability.

Ability to adapt to changing priorities and maintain high performance under pressure.

Structured, methodical, and process-oriented approach, with a commitment to continuous improvement.

Why Join Alto?

Basic group health benefits paid 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 lifestyle and more sustainable transportation.

A retirement plan and savings options (REER and CELI).

Vacation days based on your experience, available from day one.

An incentive compensation program.

Flexible hybrid work mode.

A work environment that encourages initiative, innovation, and forward-thinking solutions.

A unique opportunity to shape the future of transportation in Canada.

We Work to Build High-Performing and Diverse Teams

At Alto, we believe in the power of diverse teams. We strive to offer an inclusive and equitable work environment where every individual can grow and thrive. Alto offers equal employment opportunities to all and invites qualified individuals, regardless of identity, origin, or background, to apply.

Please let us know if you need any adjustments during the recruitment process. We will do our best to provide you with a fair and enjoyable experience, while keeping adjustment measures confidential.

Note that we will only communicate with candidates whose applications are selected. For more information about the entire project, visit Alto - Home.