Document Control Coordinator

Job Summary

The Document Control Coordinator is responsible for formatting, updating and organizing documents used across internal teams and external platforms. This role ensures that all documents adhere to established document standards, are consistently formatted, and remain current across platforms such as SharePoint, the company website, and client portal.

The successful candidate will collaborate with teams across the division to maintain high‑quality, well‑organized documentation and ensure consistency across platforms. This role provides an opportunity to build business knowledge over time while coordinating document updates, supporting the document lifecycle, and contributing to ongoing improvements in accessibility and accuracy.

Duties and Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
• Monitor and prioritize incoming request tickets to ensure timely action.
• Format, update, and prepare documents using Microsoft Word, Adobe Pro, Excel, and SharePoint in accordance with established standards.
• Maintain version control and track document changes for all updates and releases.
• Review internal and external links (e.g., third-party forms and resources) for accuracy and functionality.
• Apply document control standards, formatting guidelines, naming conventions, and consistency requirements.
• Conduct regular audits of SharePoint, the company website, and client portals to confirm documents are up to date.
• Coordinate French translation needs and submit approved drafts for bilingual translation.
• Maintain document archives and historical versions for reference and compliance.
• Use approved technology platforms to support efficiency document management.
• Actively participate in projects and team meetings.
• Be flexible in performing various assigned tasks as requested by management and executives.

Competencies

• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• Strong verbal and written communication skills.
• Maintain a high level of professionalism in all interactions and situations.
• Exceptional time management with aptitude to establish priorities.
• Ability to work within a team environment while remaining self-motivated and capable of working independently.
• Demonstrate integrity and confidentiality due to the nature of documents and information being handled.

Formal Education and Experience

• High School Diploma is required.
• Diploma in Business Administration or related field is an asset.
• Certification in Microsoft Office, Adobe Acrobat or other Document Control platforms is an asset.
• Experience utilizing (company approved) Artificial Intelligence (AI) resources in document creation and formatting is an asset.
• 1 to 3 years of experience in Document Control, Technical writing or Procedure drafting is preferred.

Specialized Skills or Knowledge

• Strong skills in Microsoft Word (formatting, editing, templates, styles).
• Working knowledge of Adobe Pro (PDF editing, combining).
• Familiarity with SharePoint document libraries or similar document platforms.
• Experience preparing forms, checklists, structured templates, polices and procedures is an asset.
• Bilingual in French and English communication both written and spoken is an asset.
• Successful completion of a Criminal Background check is required.

With Us, It’s Personal

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