Data and Document Coordinator

A Data and Document Coordinator is responsible for overseeing the organization, storage, and management of digital and physical documents, as well as data within an organization. This hybrid role ensures all information is accurate, accessible, secure, and compliant with legal and regulatory requirements, focusing on optimizing workflows for essential document and data archiving and retrieval.

Must Have

• Organize and manage digital and physical documents (employee files, HR documents).
• Implement and maintain effective filing and search systems.
• Ensure proper version management.
• Enter and update data in databases, spreadsheets, or other systems.
• Review, analyze, and clean data sets for accuracy.
• Document and enforce access management rules.
• Ensure smooth data flow between systems and coordinate new system integration.
• Comply with retention schedules and ensure proper disposal.
• Ensure documents and data are accessible for audits/legal reviews.
• Bachelor's degree.
• Minimum 3 years of experience in a similar role.
• Bilingual.
• Proficiency in MS Excel, Teams, and Outlook.
• Strong problem-solving, organizational, and communication skills.
• Strong collaboration ability.
• Ingenuity and attention to detail.

Good to Have

• Understanding of document retention policies, privacy laws, and general legal requirements related to data and document management.

Perks & Benefits

• Competitive salary + annual bonus.
• Eligible for paid vacation upon hiring.
• Comprehensive group insurance plan.
• Telemedicine (24/7 access to a doctor).
• Group RRSP with equivalent employer contribution.
• A pleasant and friendly work environment.
• Exceptional advancement opportunities.

Company Description

American Iron & Metal (AIM) is a family-owned company and a recognized global leader in the metal recycling industry with over 125 locations and 4000 employees worldwide. We have continued to thrive over the past eight decades thanks to the dedication of our employees and the continuous trust and support of our customers.

Join the AIM team, a growing team with an entrepreneurial spirit that has evolved over the years into a successful and multifaceted company with business divisions that include metal recycling, decommissioning and demolition, automotive parts sales and recycling, weld assembly manufacturing, construction waste recycling, and the production of custom industrial and mining products.

We are proud to do good things for the environment to help create a greener, more sustainable future for all.

It's simple; we do it well. We aim for excellence.

Job Description

A Data and Document Coordinator is responsible for overseeing the organization, storage, and management of digital and physical documents, as well as data within an organization. This role ensures that all information is accurate, accessible, secure, and compliant with legal and regulatory requirements.

This is a hybrid position that combines data management and document management, with a focus on optimizing workflows related to the organization, archiving, and retrieval of essential documents and data.

Responsibilities:

• Organize and manage documents (employee files, HR documents, etc.) in digital and physical format;
• Implement and maintain effective filing and search systems, so that documents are easily accessible to authorized personnel;
• Ensure proper version management to guarantee that the most recent version is used and that previous versions are archived correctly;
• Participate in various document-related projects, such as the decommissioning of old systems;
• Enter and update data in databases, spreadsheets, or other systems, ensuring their accuracy and integrity;
• Review, analyze, and clean data sets to ensure consistency, identifying and resolving discrepancies;
• Document rules related to access management (roles, security settings, etc.) and act as a guardian to ensure compliance;
• Ensure that data flows smoothly between systems and coordinate the integration of new systems or new data sources as needed;
• Comply with retention schedules to ensure that documents and data are retained for the required duration and properly disposed of when no longer needed;
• Ensure that documents and data are easily accessible and well organized for audits or legal reviews.

Qualifications

• Undergraduate degree (bachelor's);
• Minimum of 3 years of experience in a similar role;
• Bilingual;
• Proficiency in MS Excel, Teams, and Outlook;
• Strong problem-solving, organizational, and communication skills;
• Strong ability to collaborate;
• Ingenuity and attention to detail;
• Understanding of document retention policies, privacy laws, and general legal requirements related to data and document management (an asset).

Additional Information

• Competitive salary + annual bonus
• Eligible for paid vacation upon hiring; **
• Comprehensive group insurance plan;
• Telemedicine (Have access to a doctor 24/7);
• Group RRSP with equivalent employer contribution;
• A pleasant and friendly work environment;
• Exceptional advancement opportunities.