Manager, Document Management Jobs

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.
At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team.
The role will lead a team that reviews, organizes, edits, streamlines and ultimately produces a menu of plug and play templated documents, with content owned by different organizations across the enterprise.
What will I be doing?

• Monitors progress to ensure that planning objectives are delivered on time and within budget, and that anticipated business results are achieved; able to explain off-plan overages and exceptions
• Assesses and determines required workforce planning requirements to perform and maintain service levels
• Develops service levels, setting performance targets and measures, and regular reporting protocols
• Manages and directs staff (e.g. defines roles, responsibilities, and expectations); delivers timely feedback to ensure a cohesive operational unit and the optimum use of team skills; manages staff and monitors work assignments to ensure adherence to timelines; monitors the achievement of performance objectives; develops and implements action plans to address performance gaps
• Recommends process, standards or policy changes for continuous improvement and to advance excellence in corporate project management practices
• Collaborates with other outreach/stakeholder relations functions across Metrolinx to ensure alignment of activities and other ongoing initiatives
• Liaises with subject matter experts to ensure that templates reflect current state of operations and risk-management of various departments and divisions (e.g. Legal, Commercial, Safety, Engineering, Conflicts management etc.).
• Creates a culture of continuous improvement to ensure high quality service standards and timely delivery are achieved. Ensures projects and initiatives are delivered on time and within budget
• Assists MX stakeholders craft their own templates in accordance with established guidelines and provides a technical writing service to teams lacking technical writing capabilities
• Develop and maintain an environment of positive collaboration through strong working relationships and linkages between business units and departments; and between Metrolinx and others.
• Participates in continuous improvement initiatives across MX to ensure that templates are efficient and effective tools to support management of MX programs and liaises with procurement portfolios and client groups to ensure that templates reflect priorities of assigned client groups.
• Responsible for the overall completeness and quality of all types of tender-related templates (including sourcing documents and related forms of agreement) used in the development of contracts between Metrolinx and its contractors.
• Drives innovation by reviewing and analyzing processes to identify gaps and opportunities for improvement
• Creates a working environment that is aligned with the organization’s desire to be a “best company to work for”, ensuring that people resources possess the required skills, are properly aligned, and are provided with the resources to do the job
• Oversees a team of technical experts on industry and category specific template matters, including technical writers and document specialists, in the drafting and updating of all materials, continuously striving to simplify and streamline documents catered to the end user to ensure that technical documents are easy to understand and clearly convey specific terms and conditions.
• Communicates and provides support to both internal and external clients to enhance and achieve organizational goals
• Establishes and maintains quality control and assurance; ensures deficiencies are addressed immediately and minimizes corporate liability by working with internal stakeholders, particularly Legal, to identify and manage risk and resolve escalating issues
• Liaises with internal departments regarding operational issues or improvements, and provides subject matter expertise to management team on as required
• Works with staff at all levels to exchange information, coordinate efforts, and resolve issues
• Establishes processes, controls and measures to ensure appropriate expense allocation, cost management, and overall fiscal responsibility

What Skills and Qualifications Do I Need?

• Completion of a degree in Business, Commerce, Public Administration, Supply Chain, Procurement, Law or a related discipline – or a combination of education, training and experience deemed equivalent
• Minimum 8 years of experience in drafting complex procurement or legal documents, technical writing or complex business documents and related technologies for document management
• Knowledge of performance analytics to monitor project performance and quality and to collaborate on continuous improvement initiatives
• Proficiency in MS Office (e.g. Outlook, Word, Excel, PowerPoint, etc.)
• Project management skills, including work planning, monitoring and evaluation expertise, to manage multiple projects with competing priorities and tight deadlines
• Knowledge of Human Resources legislation (e.g. Employment Standards Act, Occupational Health and Safety Act, etc.) and leadership and management skills to monitor and manage employees and contractors, including experience in the application of collective agreement provisions
• Proven leadership, interpersonal and mentoring skills with the ability to clearly articulate creative ideas and direction to staff
• Leadership ability to coach, mentor and manage a team
• Interpersonal and oral/written/presentation skills to liaise with all levels within the organization; to work effectively with specialists across multiple sectors

Don’t Meet Every Requirement?
If you’re excited about working with Metrolinx but your past experience doesn’t quite align with every qualification of this posting, we encourage you to apply. You just might be the right candidate for this or other roles. We are always looking for great talent to join our team.
We invite all interested individuals to apply and encourage applications from members of equity-deserving communities, including those who identify as Indigenous, Black, racialized, women, people with disabilities, and people with diverse gender identities, expressions and sexual orientations.
Accommodation
We value the unique skills and experiences each person brings to Metrolinx and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act so if you require accommodation during the hiring process, please let our Recruitment team know by contacting us at: 416-202-5601 or email [email protected] .
Application Process
All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate.
For Internal applicants, with the recent implementation of the Internal Mobility Policy, the internal recruitment process has changed for non-union roles. Candidates must be in their current role for 12 months prior to applying for another role and each applicant must be in good standing (not participating in a Performance Improvement Plan). Please review all provisions of the policy before submitting your application.
Should it be determined that any background information provided is misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.
We thank all applicants for their interest, however, only those selected for further consideration will be contacted.
WE ARE AN EQUITABLE AND INCLUSIVE EMPLOYER.