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    Senior Documentation Specialist - Markham, Canada - Infotek Consulting Inc.

    Infotek Consulting Inc.
    Infotek Consulting Inc. Markham, Canada

    1 week ago

    Default job background
    Manufacturing / Mechanical
    Description

    Job Description: Documentation Specialist

    Not looking for technical writer

    Position Overview:

    We are seeking an experienced Documentation Specialist to lead the optimization of our consumer-facing document management processes. This role is ideal for candidates with a background in document management or governance within large organizations such as banks, finance companies, insurance companies, law firms, or pharmaceutical companies. The ideal candidate will have extensive experience in creating and managing governance structures around document management to ensure the accurate use and version control of standard form documents across different business units.

    Key Responsibilities:

    Assessment and Analysis:

    • Conduct thorough evaluations of our current consumer-facing document management processes to assess their effectiveness in quality and version control.
    • Identify opportunities for improving process efficiency and effectiveness.
    • Review and evaluate the organization's current tools and systems for managing consumer-facing documents, pinpointing areas for enhancement.

    Process Development and Implementation:

    • Design and execute a streamlined, standardized process for managing consumer-facing documents that ensures robust quality and version control.
    • Develop protocols for the creation, approval, execution, revision, and archiving of consumer-facing documents.
    • Incorporate technology solutions to improve document quality control, version control, reporting, and accessibility.

    Cross-Functional Collaboration:

    • Partner with departments such as legal, finance, and operations to ensure all document changes are meticulously reviewed and approved, maintaining strict quality and version control.
    • Engage with stakeholders to gather requirements and feedback, integrating them into the document management strategy.

    Training and Documentation:

    • Create and deliver training materials to educate staff on the new consumer-facing document management processes.
    • Produce detailed documentation that outlines procedures for managing consumer-facing documents effectively.

    Continuous Improvement:

    • Define key performance indicators (KPIs) for the document management process and establish a framework for ongoing assessment and refinement of the process.
    • Stay informed about industry best practices and emerging technologies to continuously enhance the document management system.

    Ideal Candidate Profile:

    • Proven experience in a document management or governance role within a large organization, preferably in banking, finance, insurance, law, or pharmaceuticals.
    • Demonstrated ability to develop and implement governance structures around document management.
    • Expertise in ensuring the correct use of forms and versions by business units, including managing revisions effectively.
    • Strong analytical skills and the ability to work collaboratively across different departments.
    • Excellent communication and training skills, with the ability to document processes clearly and concisely.

    Must be willing to be on site 3 days/wk

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