Job Title: Intermediate Documentation Specialist
Location: Halifax, NS, Ottawa, ON or Victoria, BC
Employment Type: Permanent, Full-Time
Annual Salary: $55,000-85,000
About BMT
BMT is dedicated to tackling the most crucial engineering challenges of our era, fostering an environment where individuals with exceptional technical expertise provide meaningful, practical solutions. Committed to creating a safer, more efficient, effective, and sustainable future, BMT values diversity, equity, and inclusion, recognizing their pivotal role in achieving our business purpose. Learn more about BMT at www.bmt.org.
As a member of the Client and Project Services (CaPS) the Documentation Specialist efficiently supports BMT North America by:
- Providing support to BMT North America in the management and distribution of their project documentation and deliverables; and
- Assisting project / program managers, and shared services, in the execution of internal and external projects within the cost and budget allocated.
The Documentation Specialist is responsible for effective document management, and ISO compliance, including:
- Creating, reviewing, editing, formatting, and managing the distribution of documents and client deliverables including standard operating procedures (SOPs), work instructions, training manuals, forms, templates, and reports, ensuring accuracy, clarity, and compliance with established guidelines and standards;
- Assisting in the creation of proposal responses to RFPs, ensuring specific bidding requirements are met for formatting, presentation, and the inclusion of information;
- Collaborating with cross-functional teams, including subject matter experts (SMEs), project managers, quality assurance professionals, and project team members, to gather information, review documents, and facilitate document approvals and revisions;
- Maintaining quality through version control, document tracking, distribution, and archival, to ensure that documents are current, accessible, and properly managed throughout their lifecycle;
- Tracking and managing BMT documents, ensuring that they comply with regulatory requirements, industry standards, and best practices, such as ISO 9001, OHSAS 45001 process, and internal QMS requirements;
- Establishing and maintaining documentation processes, administering electronic project filing and maintaining control logs as required by the project;
- Providing support for Quality Assurance activities such as supporting audits, and reviewing quality documentation for completeness and accuracy; and
- Conducting quality reviews and audits of documents to identify errors, inconsistencies, and non-compliance issues, and recommending corrective actions and improvements to enhance document quality and integrity.
In addition, the Documentation Specialist is responsible for:
- Providing training and support to employees on documentation processes, systems, and tools, ensuring that staff members understand document requirements, procedures, and best practices for creating and managing documentation;
- Establishing document retrieval systems and procedures to facilitate easy access, retrieval, and distribution of documents, ensuring that authorized personnel can locate and retrieve documents quickly and efficiently as needed;
- Providing project management services to internal and external clients as may be required such as:
- Coordinating meetings, workshops, workshops, and client engagements (including awareness of the stakeholder community);
- Documenting and tracking action items, and ensuring the advancement of activities;
- Documenting processes, and suggesting updates in order to reduce or eliminate inefficiencies;
- Providing project coordination activities include reviewing and aligning all aspects of deliverables produced for various project areas, and ensuring that the appropriate team members are supporting the right activities at the right times; and
- Supporting other related activities assigned by the client.
- Completing tasks to meet specified objectives within agreed timescales and budgets;
- Fulfilling all administrative requirements for the task ensuring that all necessary quality control systems are maintained;
- Coaching and mentoring Junior Documentation Specialists, developing teaching tools and aids; and
- Proactively interacting with and exceeding customers’ expectations. At higher job levels, increased ability to leverage this performance and develop a thorough understanding of the customers’ needs to encourage / support / enable / establish new work is expected.
Essential:
- Strong proofreading and editing skills;
- Intermediate to advanced skills in the use of Microsoft Office Suite (Word – Advanced, PowerPoint – Advanced, Excel - Intermediate, Visio - Intermediate);
- Proficient in the use of Adobe tools (Acrobat Pro);
- Ability to recognize problems or limitations and ask for guidance;
- Experience administering processes in quality systems (9001 and 45001);
- Excellent English language skills (verbal and written);
- Ability to multitask and be proactive; and
- Reliability or higher Security Clearance, or ability to obtain.
Desirable:
- Familiarity with Adobe Photoshop or other Graphics software;
- Familiarity with technical / engineering workplace;
- Familiarity with administration of health and safety systems;
- Project management support familiarity;
- Bachelor's diploma/degree in a related field (e.g., Business, Communications, Information Management, Technical Writing); and
- Related professional certification(s).
At BMT we believe in hiring the best talent, from diverse backgrounds, as this introduces new ideas to the team and our customers. We believe in a cooperative and collaborative work environment and support and encourage career growth.
The successful candidate will receive a competitive salary commensurate with skill, ability and experience, as well as a comprehensive benefit package including:
- Medical, dental and vision plan (including a Health Care Spending Account)
- Employee and Family Assistance program
- Parental/Maternity leave top-up program
- RRSP or TFSA matching program
- Flexible work hours and hybrid work arrangement
- Training and development opportunities
- Employee recognition program
- Employee referral program
BMT is committed to employment equity, to eliminating discrimination and encouraging diversity amongst its workforce. Accommodations are available on request for candidates taking part in all aspects of the selection process. Candidates selected for an interview will be contacted.
BMT is a maritime-orientated high-end design house and technical consulting firm driven by a passion for solving complex, real-world problems
Our core business comprises distinctive and sustainable capabilities, which we leverage to address the needs of our customers and markets and are the primary focus of future capability development.
We exist to navigate the most important and impactful engineering challenges of our time. We create environments where people with outstanding technical knowledge deliver meaningful, practical solutions. We are driven by a commitment to a safer, more efficient, effective and sustainable future.
