Document Specialist

We are seeking a Documentation Specialist to audit, organize, and consolidate a large volume of electronic records. This role focuses on creating a structured, defensible, and auditable document environment across SharePoint sites and shared drives, with a strong emphasis on records governance, privacy, and risk mitigation.

This is a hands-on role requiring strong judgment, discretion, and the ability to work independently while collaborating closely with project teams and executive stakeholders.

Key Responsibilities

• Audit and organize large volumes of electronic records (minimal paper)
• Design and implement a clear, logical, and efficient filing structure
• Consolidate up to 10 years of legacy records across multiple SharePoint sites
• Rationalize folders, SharePoint libraries, and shared drives
• Reduce duplication while preserving critical and historical records
• Ensure records are current, complete, searchable, and audit-ready
• Apply records governance and legal-adjacent principles to protect the organization
• Understand and apply records retention, privacy, and compliance requirements
• Ensure documents remain defensible for audits, disputes, and regulatory reviews
• Handle sensitive, confidential, and executive-level materials appropriately
• Use AI-enabled tools responsibly to assist with sorting, tagging, and classification without altering original records
• Work closely with project teams, and executive leadership to understand business context and documentation intent
• Exercise judgment when consolidating records to preserve accuracy, traceability, and meaning

Qualifications

• Background in document management, records governance, or legal-adjacent roles
• Demonstrated experience managing large volumes of electronic records
• Strong working knowledge of Outlook, SharePoint, and legacy file systems
• Experience in construction or large project environments is an asset
• High level of discretion, sound judgment, and attention to detail
• Experience using AI-assisted tools is an asset
• Ability to work independently in a deadline-driven environment

At Aplin — together with our brands CompuStaff and Impact Recruitment — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.