Document Administrator

Salary Range: $60,000.00 To $70,000.00 Annually

About Potentia
Potentia Renewables Inc. (Potentia) is a Canadian renewable energy developer, owner, asset manager and operator, headquartered in Toronto. Potentia owns or manages over 2,000 MW across more than 800 solar and wind projects in operation, under construction or under contract. Wholly owned by Power Sustainable Capital Inc., an affiliate of Power Corporation of Canada, Potentia combines an entrepreneurial operating model with the backing of a long-term institutional investor.

Position Title
Document Administrator

Location
Toronto, Hybrid

Department
Project Management Office

Reporting Relationships
The Document Administrator reports to the Managing Director, PMO, and has no direct reports.

Accountabilities and Key Functions
The Document Administrator provides document management oversight for renewable energy projects at varying stages of development, including greenfield development, procurement and engineering, construction and operations. The Document Administrator is a key member of the Potentia team, owning Potentia’s Document Management function end-to-end — maintaining all project documentation, ensuring team deliverables are timely, consistent and professional, and providing governance over the company’s SharePoint environment.

The Document Administrator role requires a responsible, organized, service-oriented individual who will assist Project Managers and Business Managers in executing projects successfully. This position is responsible for maintaining documentation across the organization and for providing the guidance, structure, and governance needed for Potentia’s teams to create, store, and manage information consistently in SharePoint.

ROLE & RESPONSIBILITIES
SharePoint Governance & Document Management

Own Potentia’s Document Management function end-to-end, acting as the primary point of governance for how documents are created, stored, and maintained across the organization.

Oversee the creation of all new SharePoint sites, ensuring each is set up with the appropriate structure, permissions, and templates before use.

Oversee and manage access for both internal and external users.

Establish and maintain company-wide document management policies, standards, and best practices, and serve as the internal subject matter expert and point of escalation for SharePoint and document management questions.

Develop, maintain, and roll out standardized SharePoint site templates to ensure consistency across teams and reduce setup time.

Communicate upcoming SharePoint changes, new features, and process updates to the broader team, and provide guidance or short training sessions as needed.

Proactively monitor how team members are saving and organizing documents — particularly project documents — and follow up directly with individuals or teams who are not adhering to filing standards.

Ensure consistent drawing and document naming conventions are followed and that SharePoint uploads are completed correctly across all teams.

Conduct periodic reviews and clean-ups of SharePoint sites and libraries to prevent clutter, remove duplicate or outdated content, and keep the environment organized. Recommend archiving as needed.

Partner with IT on SharePoint site permissions, access requests, and platform-level changes affecting document management.

Document Control

Manage and monitor the transmission and filing of all incoming and outgoing Project documents. This includes contracts, amendments, applications, change orders, requests for information, requests for change, letters, reports, drawings, specifications, permits & approvals, etc.

Ensure Project documents are filed appropriately on SharePoint. Ensure older versions are archived or superseded as necessary, and that all key project documents are filed consistently.

Implement and uphold document control procedures and standards to ensure consistency and accuracy.

Maintain and provide project document templates to the Potentia Project team for their use.

Organize and archive project documents for future reference.

Administration

Provide general administrative support to the Project Manager and team members.

Assist in…