Document Management Specialist

As part of the Java Group, Victor Energy’s staff have over 50 years of experience building some of Canada’s largest electrical infrastructure projects.

Are you a detail-oriented problem solver who thrives in a fast-paced environment and enjoys bringing structure and accuracy to complex information? Do you take pride in maintaining organized systems, supporting compliance, and improving processes? If so, we want you to join our team as a Document Management Specialist.

In this role, you will support the management, procedural oversight, and document management of Fleet documentation and records. The ideal candidate is proactive, adaptable, and collaborative, with the ability to manage information accurately, navigate changing priorities, and identify opportunities for continuous improvement.

Reporting formally to the Team Lead for Records Information Management at Java Holdings and operationally to Fleet, this role is office-based in Nisku or Calgary, AB and may involve occasional travel within Canada.

What Success Looks like…

· Build trust and credibility across companies and stakeholders, influencing outcomes through expertise and collaboration

· Bridge communication between Java RM and Fleet to ensure clarity, alignment, and collaboration

· Provide thoughtful recommendations to improve document management processes, systems, and usability, while maintaining professionalism when recommendations are not adopted

· Take responsibility for actions and outcomes, learning and improving continuously

· Manage changing priorities effectively without compromising accuracy, version control, consistency, or quality

· Stakeholders experience timely, clear, and effective document management support

· Stakeholders increasingly understand document and records management expectations and why it matters for compliance and risk management

· Document management processes evolve over time through the identification and resolution of inefficiencies, duplication, and accessibility gaps

Core Responsibilities:

· Organize, classify, maintain, and monitor Fleet documentation in alignment with records management and document control standards, ensuring accuracy, completeness, and compliance

· Serve as the operational interface between Fleet and Systems teams to support alignment and resolution of system-related issues, escalating matters to Java RM as required

· Ensure documents are accurately captured, correctly coded with appropriate metadata, and maintained with strict version control to prevent duplication and outdated records

· Maintain document integrity through version control, ensuring only current and approved documentation is accessible while preventing duplication and obsolete record usage

· Contribute to continuous improvement of document management processes by identifying gaps and recommending enhancements to standards and processes

· Support the development and delivery of document management processes, procedures, governance documents, and training initiatives as required

· Contribute to compliance and governance by supporting adherence to retention requirements, classification frameworks, and document control standards

Qualifications & Experience:

• Post-secondary education in Business Administration, Records Management, Information Management, or a related discipline is considered an asset.

· Minimum 1 year of relevant experience in document management, document control, or a related field; higher experience may compensate for education where applicable.

· Experience with Fleet document management is an asset

· Familiarity with document management systems is required. Experience with M-Files is considered an asset.

• Extended Healthcare Plan (Medical, Disability, Dental & Vision)
• Group RRSP
• Group Life - AD&D - Critical Illness Insurance
• Training & Development
• Employee Assistance Program - Counseling
• Paid Time Off