Records Management & Document Control Specialist

HTS Engineering Ltd.
Published
October 30, 2019
Location
North York, Canada
Job Type
Reference
HTSON59
HTS Region
HTS Ontario

Description

Job Description: 

The records management specialist is responsible for but not limited to, preparing documents for sales staff using Bluebeam Revu and ensuring records are properly archived and retrieved.  In addition to this, the successful candidate will process bid requests and search various sources for tender opportunities and add appropriate jobs to our ERP.

Responsibilities:

  • Ensures information quality, integrity and reliability throughout the department by following established best practices and processes
  • Works collaboratively with sales teams to support the take-off and project management workflow process through Bluebeam Revue
  • Manages archival project records within Document Mangement System (DMS) to maintain workflows that facilitate efficient access to information (weeds Bluebeam sessions as required)
  • Works collaboratively with sales teams to support the take-off and project management workflow process through Bluebeam Revue
  • Maintains paper files and drawings to facilitate access for users
  • Manages the maintenance of Bluebeam studio sessions, i.e. weeds sessions for jobs that are not quoting, cancelled or lost or Projects that are paid
  • Provides ongoing technical support for Bluebeam users
  • Search BestBidz Electronic Plans Rooms and other project databases and add appropriate jobs into the company’s ERP
  • Download and save relevant project documentation following archives document management best practices
  • Update project information and notify sales people through custom EPR system

Qualifications/Skills:

  • Education
    • University Degree in Library Science or Master of Archives (or suitable equivalent)
  • Experience
    • Experience building digital systems and web resources for Archives (online databases, online forms and library catalogue)
    • Extensive working knowledge of archival and records management principles and best practices, expecially as related to digital records preservation and digital record keeping and traditional record keeping systems.
    • Excellent knowledge of the technical requirements for digital preservation, including hardware, software, metadata schema and file formats.
    • Demonstrated ability to work collaboratively as an effective team member
    • Ability to be flexible and adapt to changing job priorities. “on-the-job” training time required to achieve average competency

About Us:

  • HTS Engineering is the largest independent commercial HVAC manufacturers’ rep in North America, with 16 offices in the US and Canada (head office in Canada).
  • HTS has many proven years of success and we continue to expand. We recognize talented people, invest in them and expand their roles as they prove themselves
  • We have created a friendly, fair and professional environment where employees enjoy their work.
  • We take great pride in “delivering real success” to our clients and believe it is only through a fully engaged team of employees that we are able to do this
  • We offer a competitive remuneration and benefits package
  • We value work/life balance

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, HTS Engineering is an equal opportunity employer. HTS welcomes and encourages applications from Aboriginal people, visible minorities, women and people with disabilities. Accommodations are available upon request, for all aspects of the recruiting process