[Hiring] Document Control Specialist @Vantage Group

Role Description

The Document Control Specialist, HR, will build the structure behind our HR records. This includes designing and implementing a master filing and retrieval system, supporting the move of HR documents into SharePoint, and establishing retention, version control, and audit practices. Bridging document control and core HR administration, the incumbent will ensure employee records, policies, and onboarding documents are accurate, secure, and compliant with privacy and records retention requirements.

This is a 12-month term with the possibility of extension. What you will accomplish in 12 months:

• A documented HR filing structure and retention schedule, approved and in use
• HR documents migrated to SharePoint with clear metadata, permissions, and access controls
• HR policies, forms, and letter templates under version control, with outdated versions archived
• An HRIS data integrity audit completed, with findings resolved or escalated
• A document management training manual delivered, and HR staff trained on it

Qualifications

• Certificate, diploma or degree in Records Management, Business Administration, Information Management, Human Resources or related field
• An equivalent combination of education and experience may be considered
• 3-5 years in document control or records management
• Experience with human resources or other confidential personnel records is a strong asset
• Demonstrable experience with at least one records migration or system implementation (ERP, SharePoint, HRIS or other similar technical project work)

Requirements

• Proficiency in MS 365, specifically:
• SharePoint: Advanced (architecture, metadata/content types, permissions)
• Excel & Word: Intermediate to Advanced (templates, data validation, reporting)
• Familiarity with HRIS systems, with a degree of comfort navigating in and pulling reports from these systems
• Working knowledge of privacy legislation (e.g., PIPA) and records retention requirements
• Strong attention to detail and data accuracy
• Excellent interpersonal skills with effective written, verbal and listening communications skills
• High levels of initiative, ability to work independently and meet deadlines
• Ability to work under tight deadlines, prioritizing and multitasking
• Discretion with confidential information
• Strong organizational and prioritization abilities

Benefits

• Competitive compensation
• Career progression opportunities
• Access to a global team of talented professionals
• Boundless opportunities to make your mark within our organization
• Expected annual compensation: CAD $65,000 to $72,000

Company Description

Vantage Group is a global leader in airport and transportation investment, development, management, and advisor services. Since 1994, Vantage's corporate and network-wide team has managed an award-winning portfolio, building strong partnerships that integrate global expertise and local know-how to solve complex transportation challenges at every network location. Over three decades, Vantage has built a track record of creating customized solutions to transform airports and transportation centers that benefit the passengers, stakeholders, and communities they serve.