Did you know that VIA Rail is carrying out ambitious projects to modernize its services and infrastructure? From our new ultramodern train fleet to ongoing improvement of our infrastructure, we’re building the future of transportation in Canada. Working for VIA Rail is being a part of a collective effort in sustainable mobility.

Passenger rail service is a historical part of the fabric of Canada and, in certain areas, an essential service. VIA Rail is mindful of the crucial role we play in connecting Indigenous communities and how we support the cause of reconciliation. In addition, we have committed ourselves to provide a service that is accessible to all. VIA Rail believes that with visionary planning and wise investment, we will renew our network, while building an enhanced passenger rail system that supports key national priorities: reconciliation, accessibility, fighting climate change and encouraging economic growth.

The Long-Distance, Regional and Remote (LDRR) lines serve many major cities and several Indigenous communities: they are a crucial vital link. In addition, they bring travellers from around the world to see some of Canada’s most glorious landscapes on the iconic The Canadian, The Ocean and The Hudson Bay lines. As the LDRR fleet is aging, VIA Rail is launching an ambitious program for its renewal. As the project core team will be centralized in Montréal, the program’s span will reach across Canada as the new locomotives and cars will enter into service.

Reporting directly to the Program Senior manager and working in close collaboration with the project directors and managers of the program, the Documentation Senior Specialist will be dedicated to the LDRR renewal program and supporting other major program of VIA Rail, playing a key role in the documentation, deliverables and correspondence management to ensure alignment with Via Rail’s strategic goals, program objectives, and target deadlines.

Responsibilities Documentation management process and tools

• With the objective to have a standardized management process and unified tool for documentation management, conduct survey across VIA Rail’s major program and departments to analyse requirements, conduct market analysis for defining the best suitable Electronic Document Management.
• Define, maintain and revise document management processus, access rules and workflows to ensure they comply with legal and regulatory requirements and program governance.
• Ensure the Document Management System is implemented and set up in accordance with the company’s standards.
• Implement and manage EDMS (Electronic Document Management System).
• Apply knowledge of industry’s best practices and make the necessary recommendations to improve Program’s effectiveness.
• Be the point of contact for EMDS (key user role).
• Coordinate with IT organisation for deployment of the EMDS tool that will be chosen.
• Contribute to the deployment of maintenance management system (CMMIS) for the interface with EMDS.

Documentation management

• Responsible for all program documentation management, including codification, versioning, recording, classification, tracking, filing and distribution in electronic and hard copy formats and other documents required by the program.
• Manages administrative tasks including document control, filing, scanning and registration in the system selected for the program.
• Together with the program directors, project directors and managers, define, maintain and revise deliverables documentation list, define workflows according to activities, responsibilities and program governance.
• Administer Document Control Policies and Procedures; including all correspondence, emails, project documents, internal audits, project close out and turn over, archiving as per VIA Rail’s retention schedule.
• Review Contractor’s Document Control Procedures and ensure they are aligned with Program requirements.
• Build training material and provide training and support to the team members to enable them to successfully use the procedure and systems.
• Develop and conduct Document Control training for Contractor Document Controllers and Project Teams;
• Define and maintain the Contract Requirements Document Register.
• Ensure handover to operations after project ends.

Documentation performance

• Define, plan and conduct internal and external audits to ensure compliance to Document Control procedure.
• Measure compliance to deliverable schedule commitment, lead the definition of documentation delivery planning, measure and report progress, define and follow-up action plan in case of deviation, identify areas for improvement.
• Establish, implement and follow-up KPIs to monitor program performance for documentation management.
• Conduct regular reviews with each project directors/managers for their scope.

Education

• Diploma of College Studies (DCS/DEC).
• Certificate in business as an asset.
• 5 years of experience in documentation control in a large project environment.

Competencies

• Great knowledge in the use of an integrated document management system, Sharepoint Online and Office suite (Word, Excel and Outlook).
• Ability to handle multiple requests at once.
• Excellent communication skills (high quality of service, courtesy, patience, communication, etc.).
• Demonstrate autonomy, organization, attention to detail, rigor, team spirit and good judgment.
• Experience with EMDS tools (Aconex, Fabasoft, etc.)
• Experience working with ERP and CMMIS.
• Excellent oral and written communication skills in both French and English.

At VIA Rail, we are proud to be an employment-equity employer and we strive to form teams that reflect the diversity of Canadian society. We aim to remove barriers to employment accessibility and aspire to provide an inclusive and equitable work environment where everyone is valued, regardless of their identity or differences, to enable them to reach their full potential.

If you need assistance in making the recruitment process or the position you are applying for more accessible, please let us know. Alternate arrangements may be offered to individuals who request them at any stage of the recruitment process. All information received in relation to arrangements will be kept confidential.

Note that we will only contact those who are selected for an interview.

Join our 3,000 other employees in helping provide Canadians with a safe, accessible, environmentally sustainable way to travel!