Coordinator, Document Management

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

Would you like to take on a stimulating, high-impact challenge? We are looking for an Analyst, Document Management. This position may be based in either our Toronto or Montreal office.

We are seeking a detail‑oriented Analyst, Document Management to support the control, maintenance, and distribution of project documentation using Electronic Document Management Systems (e.g., Aconex, SharePoint). The position plays a key role in maintaining document integrity, enabling efficient workflows, and ensuring compliance with contractual and project requirements in a fast‑paced project environment.

• Administer, maintain, and optimize document management systems (e.g., Aconex, SharePoint) to improve document tracking, accessibility, retrieval, reporting, and workflow efficiency.
• Receive, log, upload, track, distribute, and maintain project documentation and records in accordance with established procedures and naming conventions.
• Ensure the quality, integrity, traceability, security, and accessibility of project documentation, including drawings, technical specifications, contracts, permits, correspondence, and other project records.
• Manage electronic document workflows, ensuring timely review, approval, processing, and distribution of documents to internal and external stakeholders within established turnaround targets.
• Monitor compliance with contractual requirements, document control procedures, and internal policies, implementing corrective actions where required.
• Conduct quality reviews of documentation to identify discrepancies, duplicates, missing information, or non‑compliance, and coordinate corrective actions with project teams.
• Generate and maintain document registers, logs, trackers, status reports, audit reports, and performance metrics.
• Allocate, manage, and maintain project document numbering in accordance with established standards and procedures.
• Manage document distribution matrices, RACI assignments, user permissions, and access controls.
• Support the development, implementation, and continuous improvement of document control processes, workflows, templates, and procedures to enhance project efficiency.
• Collaborate with project managers, engineers, consultants, contractors, and other stakeholders to coordinate document activities and ensure timely completion of deliverables.
• Provide onboarding, training, guidance, and ongoing support to project personnel on document control systems, standards, and best practices.
• Assist users in the effective use of document management systems and coordinate with IT or system administrators to resolve issues.
• Perform other document control, data management, reporting, and project administration duties as assigned.

• Post‑secondary education in Information Management, Business Administration, or a related discipline, or an equivalent combination of education, training, and experience.
• Minimum 3 to 5 years of relevant experience in document control, records management, project administration, or document management systems.
• Familiarity with document control principles and exposure to engineering, construction, project management, or technical documentation environments.
• Experience working with Electronic Document Management Systems (EDMS) is considered an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Basic understanding of records management…