[MONTREAL] Hybrid - Administrative & Documentation Coordinator

Job summary

The role manages team governance and documentation within the Finance & Risk Systems Shared Data Ecosystem program. Key duties include overseeing onboarding, maintaining SharePoint/Confluence repositories, and formalizing operational procedures.

Job details

About the Company: As the founding entity of RAINBOW PARTNERS, Quanteam is a consulting firm specializing in Banking, Finance, and Financial Services. Guided by our core values of closeness, teamwork, diversity, and excellence, our team of 1,000 expert consultants, representing 35 different nationalities, collaborates across 10 international offices: Paris, Lyon, New York, Montreal, London, Brussels, Geneva, Lisbon, Porto and Casablanca We are looking for an Administrative and control Manager for one of our clients, an investment bank set in Montreal Role Overview : The Administrative & Controls Manager is a dual-purpose role covering team governance and documentation management within the Finance & Risk Systems Shared Data Ecosystem program. Embedded directly within the project team, the role acts as the operational backbone for onboarding, procedures, and knowledge management — ensuring the team functions in a structured, consistent, and well-documented manner across the Americas. The role reports to the Head of the Team in Canada and participates in regular stand-up meetings with team members. Key responsibilities: The responsibilities of this role include, but are not limited to : Team Organisation & Onboarding • Support the onboarding of new resources into administration tools (e.g. activity tracking systems) and provision their access to appropriate internal tools • Define standard resource profiles within the team to automate and streamline access provisioning • Contribute to the enhancement of checklists and procedures applicable to all team members • Support the merger of different sub-teams under a unified structure, reviewing roles and responsibilities to eliminate overlaps Documentation Management • Maintain and enhance the team's SharePoint and Wiki/Confluence spaces, ensuring content is current, structured, and easily navigable • Define and enforce the list of documents to be maintained per application (infrastructure setup, application architecture, schema diagrams, credential documents, etc.) • Ensure all documents are properly located, maintained, and updated on a regular basis • Coordinate and/or perform documentation clean-up activities, including reformatting documents and updating templates Process Formalisation & Governance • Formalize team organization into written procedures and structured governance frameworks • Normalize and organize documentation using tools such as SharePoint, Wiki, or JIRA • Produce and maintain playbooks, quick-reference guides, and standard operating procedures for team members Required Qualifications and Skills: Must Have: • 5+ years of experience in project administration, documentation management, or team coordination roles • Proven experience in a financial services or technology environment • Demonstrated ability to manage and structure documentation repositories at scale • Experience supporting team onboarding and governance processes in complex, multi-stakeholder organizations • Familiarity with IHC (Intermediate Holding Company) environments or regulatory-driven transformation programs is a plus • Excellent documentation and organizational skills • Strong knowledge of SharePoint, JIRA, and Wiki/Confluence • Strong proficiency in MS Office tools including Visio • Ability to work within a multilingual, multicultural, and geographically distributed team • Attention to Detail — Ability to produce accurate, complete, and well-structured documentation • Organizational Mindset — Comfortable managing multiple documentation streams simultaneously • Collaborative Approach — Partners with technical and functional teams to gather and organize information • Clear Communication — Able to present complex organizational structures and procedures in plain, accessible language • Adaptability — Comfortable operating in a fast-paced environment with evolving priorities

What you’ll do

The role manages team governance and documentation within the Finance & Risk Systems Shared Data Ecosystem program. Key duties include overseeing onboarding, maintaining SharePoint/Confluence repositories, and formalizing operational procedures.

Requirements

Candidates need over 5 years of experience in project administration or documentation management, preferably within financial services or technology. Proficiency in SharePoint, JIRA, and MS Visio is required along with strong organizational and communication skills.

Listed skills

• SharePoint · Preferred
• Jira · Preferred
• MS-Office · Preferred
• Stakeholder Management · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project Administration
• Documentation Management
• Team Coordination
• SharePoint
• JIRA
• Wiki/Confluence
• MS Visio
• MS Office
• Onboarding
• Governance Frameworks
• Process Formalization
• Knowledge Management
• Stakeholder Management
• Financial Services Experience
• Technical Writing
• Organizational Skills

Job areas

• Administrative
• Finance & Accounting
• Consulting
• Management & Leadership
• Technology