Job Overview
We are seeking a highly organized and detail-oriented Digital Document Coordinator specializing in AI and Process Improvement. This role involves managing digital documentation, optimizing workflows, and supporting process enhancement initiatives within our organization. The ideal candidate will possess strong technical skills, excellent communication abilities, and a proactive approach to problem-solving. Bilingual proficiency in English and French is a plus, along with experience in project management and administrative functions. This position offers an engaging opportunity to contribute to innovative process improvements while utilizing a broad range of computer and database skills.
Duties
- Preparation and submission of all domestic and international electronic document packages
- Prepare and submit customer specific documents such as Master Document Lists, Document Number Requests, Seller Document Index, and Stamping Cover Sheets
- Expedite both internal and external documents as required
- Inspect internal documentation to ensure it meets customer requirements prior to submission
- Demonstrates a progressive mindset and willingness to challenge existing methods in order to improve documentation accuracy, workflow efficiency, and overall customer responsiveness.
- Contributes ideas that improve departmental productivity, simplify repetitive tasks, and support a more proactive, forward-thinking approach to document management.
- Maintain timelines of multiple projects
- Assist in external inspections of major projects
- Maintain a positive working relationship with both customers and their applicable engineering firms
- Assist Project Specialists with various tasks such as Data Sheet population, Wake Frequency Calculations, and Order Entry
- Manage and maintain digital documents, records, and databases using Microsoft Office Suite, including Word, Excel, Access, PowerPoint, Outlook, SharePoint, and Project.
- Develop and implement document management procedures to enhance efficiency and accuracy across departments.
- Support AI-driven document processing initiatives by analyzing workflow data and identifying areas for automation or improvement.
- Collaborate with cross-functional teams to streamline processes related to records management, filing systems, procurement, and data organization.
- Prepare reports, presentations, and summaries to communicate process improvements and project progress effectively.
- Assist in the development of training materials and conduct training sessions for staff on new document management tools or procedures.
- Provide exceptional customer service by addressing internal stakeholder inquiries related to document handling or process workflows.
- Lead or participate in meetings to discuss process improvement strategies and present findings clearly through professional presentation skills.
- Ensure compliance with organizational policies regarding records management, confidentiality, and data security.
Qualifications
- Proven experience with Microsoft Office applications (Word, Excel, PowerPoint, Outlook), Microsoft Access, SharePoint, and Microsoft Project.
- Strong analysis skills with the ability to interpret data and recommend actionable improvements.
- Excellent written and verbal communication skills in English; bilingual proficiency in French is advantageous.
- Demonstrated organizational skills with the ability to manage multiple projects simultaneously while meeting deadlines.
- Background in project management or administrative support is preferred.
- Experience working with databases and records management systems is highly desirable.
- Exceptional computer skills including Windows operating systems and general software troubleshooting.
- Effective leadership qualities combined with strong negotiation and presentation skills.
- Ability to work independently as well as collaboratively within a team environment.
This role is integral to advancing our digital documentation processes through innovative AI applications and continuous process improvement efforts. The successful candidate will be instrumental in enhancing operational efficiency while supporting organizational growth initiatives.
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
- Wellness program
Work Location: In person
