Description

About the job

Job Description

ONxpress Transportation Partners (OTP) was chosen by Metrolinx and Infrastructure Ontario (IO) to enter the Development Phase of the On-Corridor Works project – the largest project in Metrolinx’s GO Expansion. Unprecedented in its scale and complexity, this multi-billion dollar capital program will transform the GO regional rail network with electrification, more frequent service, shorter journey times and a more modernized system for the Greater Toronto and Hamilton Area. ONxpress Operations Inc. (OOI) has been engaged by OTP to manage and oversee the efficient and effective operations and maintenance of the GO Trains and Union Pearson Express.

Accountability

This role oversees the Technical Document Control System for the Fixed Asset Maintenance workstream. The Technical Document Administrator will work closely with key stakeholders and departments to ensure that all documents are properly stored, tracked, and accessible when needed. Their responsibilities include managing internal documents and related processes, such as performing quality-checks and version control, maintaining digital files, coordinating distribution to stakeholders, and providing guidance to employees on document control best practices.

Responsibilities

• Assist in creating document control policies, procedures, plans and work instructions in collaboration with the Senior Director – Fixed Asset Maintenance.
• Learn and utilize the tools, systems, policies and procedures necessary to effectively process document control requirements.
• Assist in creating detailed work instructions and videos to support approved procedures.
• Monitor and process the Document Control Email inbox for transmittals and emails as required.
• Coordinate all activities related to the Document Control procedure, including registration, uploading, and transmitting technical documents, drawings, and commercial correspondence.
• Ensure documents are submitted to the correct distribution for action.
• Follow up with all discipline personnel for action items.
• Log all information electronically for easy retrieval and access.
• Maintain record storage efficiently.
• Ensure Document Data accuracy in compliance with implemented procedures and policies.
• Maintain confidentiality around sensitive information and terms of agreements.
• Manage the flow of documentation within the organization and with external project entities.
• Retrieve files as requested by individuals from different disciplines.
• Create of electronic ONxpress Operations Inc. (OOI) workflows.
• Check the quality of documents and manage upcoming issues.
• Collaborate with other LPP document control teams.
• Assist in providing training and support to new project team members.
• Identify and escalate processing or other system issues to the OOI Document Control Manager/Lead in a timely manner.
• Identify opportunities for continuous process improvement and monitor for new and emerging software solutions.
• Issue project document numbers as required.
• Achieve and maintain a high level of accuracy in capturing metadata in the project EDMS (Aconex) systems.
• Ensure established turnaround timelines are met from receipt of requests into document control to completion of processing and distribution.
• Other responsibilities and duties as assigned.

Education & Experience:

• Completion of post-secondary education in a related field and/or equivalent combination of education, training, and experience in Document Management or data entry.
• Minimum of 2 years of experience in computerized and/or manual document control management, preferably in transportation, construction, engineering, or related industry
• Document control experience in a construction project/site environment is considered an asset, including experience in the document control function, document control systems, processes, procedures, and software tools.
• Knowledge of rail engineering, operations, and maintenance terminology is an asset.
• Experience in using computerized Document Management applications / Electronic Document Management Systems (EDMS); including Aconex, SharePoint or Unifier is an asset.

Required Skills

• Proven ability to work effectively in a fast-paced, startup project environment, demonstrating capability to meet tight timelines and collaborate with remote team members.
• Highly proficient with Microsoft Office Suite and possesses intermediate knowledge of software such as Adobe Acrobat.
• Quick learner with ability to become proficient with new software.
• Excellent time management skills with the ability to manage multiple projects simultaneously.
• Meticulous attention to detail, with strong skills in creating and maintaining accurate and efficient documentation metadata.
• Ability to interpret and implement process, procedures, workflows, and standards.
• Skilled in documenting work tasks and instructions clearly.
• Strong written, verbal, communication, and interpersonal skills.
• Committed to championing the implementation of quality and continuous improvement initiatives.
• Thrives in fast-paced environments and is flexible and adaptable in response to changing demands.

Physical Requirements

• Sedentary Work: The ability to sit for extended periods of time is necessary.
• Computer Usage: Frequent use of a computer and other office equipment.

Why Work with Us?

• We offer a competitive compensation package including competitive salary, incentive pay and health benefits.
• We have an open and approachable culture that enables you to bring your best ideas forward.
• We offer flexible working arrangements to support your need to balance life at work and at home.

Privacy Notice: ONxpress Operations Inc. ("OOI"), safeguards the privacy of candidates and users of this career portal. We collect, use, and disclose personal information of job candidates solely for recruitment purposes, including, but not limited to, assessing qualifications, conducting background checks, communicating with applicants, and complying with legal obligations. Your information may be shared within OOI, and third-party recruiters within Canada and potentially in other jurisdictions to facilitate the recruitment process. We retain your data only as long as necessary and protect it according to our policies. For more information on how OOI collects, uses and discloses your personal information please review our Privacy Policy here .

Accommodation: At OOI, we celebrate diversity and strive to create an inclusive environment where everyone feels valued and respected. We encourage individuals from all backgrounds to apply, including women, visible minorities, Indigenous peoples, persons with disabilities, and individuals of any sexual orientation or gender identity. If you require accommodation at any stage of the application process, please reach out to us at careers@onxpress.com . OOI will consult with all applicants seeking accommodation during the recruitment process to ensure accommodation is provided in accordance with applicable legislation and is tailored to meet each applicant’s specific needs.