About Company
At Career.zycto, we believe that meticulous organization forms the bedrock of every successful operation. We are a dynamic and forward-thinking organization committed to optimizing business processes through precise information management. For a Document Control Assistant, our environment offers the perfect blend of autonomy and support, empowering you to shape our digital infrastructure from the comfort of your home. Join a team where your keen eye for detail and dedication to accuracy are not just valued, but essential to our collective success. We pride ourselves on fostering a collaborative, remote-first culture that champions efficiency and professional growth.
Job Description
This pivotal role demands a high degree of precision, strong organizational skills, and an unwavering commitment to maintaining data integrity within a dynamic remote environment. As our remote Document Control Assistant, you will be the linchpin in ensuring our critical documentation is systematically organized, easily accessible, and fully compliant with both internal protocols and external regulatory standards. You will play a vital part in streamlining our information flow, directly contributing to our operational efficiency and overall project success across various departments.
Working from your comfortable home office in Hay River, Northwest Territories, you will take ownership of managing the entire lifecycle of various documents, from their initial creation and subsequent revisions to controlled distribution and secure archiving. This encompasses a broad range of materials, including digital files, scanned physical documents, project specifications, policy manuals, operational procedures, and administrative records. Your daily tasks will involve expertly utilizing our advanced document management systems (DMS) to meticulously log, track, and retrieve documents, ensuring stringent version control is consistently maintained. You will act as the primary point of contact for all document-related queries, providing prompt support and clear guidance to various departments while upholding the strictest confidentiality protocols.
Career.zycto fosters a culture of accuracy, continuous improvement, and empowered remote work. We are looking for an individual who takes initiative, proactively identifies potential process enhancements, and contributes meaningfully to the development of robust, future-proof document control strategies. This isn’t just about routine filing; it’s about actively safeguarding critical information assets, enabling seamless collaboration across our geographically distributed teams, and minimizing risks associated with data mismanagement. You’ll interact regularly with project managers, team leads, and other stakeholders, ensuring their documentation needs are met promptly, accurately, and in alignment with our strategic objectives. We value proactive communication, meticulous problem-solving, and a collaborative spirit, and we’ll equip you with the cutting-edge tools and comprehensive training necessary to excel in this pivotal role. If you are passionate about creating structure, enjoy a meticulous approach to your work, and thrive in a supportive, remote-first setting, this opportunity offers a chance to make a significant impact from day one. Your contribution will directly support our mission of operational excellence, making you an indispensable part of the Career.zycto family as we grow and innovate.
Key Responsibilities
- Manage the complete lifecycle of documents, including creation, revision, distribution, and secure archiving.
- Operate and maintain the Document Management System (DMS) to ensure accurate logging, tracking, and version control of all documents.
- Ensure all documentation adheres to internal policies, procedures, and external regulatory compliance standards.
- Serve as the primary point of contact for document-related inquiries, providing timely support and guidance to various teams.
- Implement and contribute to the continuous improvement of document control procedures and strategies.
- Conduct regular audits of documents and the DMS to verify accuracy, completeness, and accessibility.
- Assist in the preparation and finalization of various reports and presentations requiring controlled documentation.
Required Skills
- Exceptional attention to detail and unwavering commitment to accuracy.
- Proven proficiency in document management software and Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational, prioritization, and time management skills to handle multiple tasks effectively.
- Excellent written and verbal communication skills for clear and concise interactions.
- Demonstrated ability to work independently and productively in a remote work environment.
- A solid understanding of data privacy, confidentiality principles, and information security best practices.
Preferred Qualifications
- Post-secondary education (diploma or degree) in Business Administration, Information Management, Library Science, or a related field.
- Experience with specific enterprise DMS platforms (e.g., SharePoint, OpenText, DocuSign).
- Familiarity with industry-specific documentation standards (e.g., ISO 9001, PMP documentation guidelines).
- Previous experience working in a fully remote or hybrid team setting.
- Bilingualism (English and French) is considered an asset for this role in Canada.
Perks & Benefits
- Competitive salary package with potential for performance-based bonuses.
- Comprehensive health, dental, and vision insurance coverage.
- Generous paid time off, including vacation and sick days, plus flexible holiday scheduling.
- Remote work stipend to support a comfortable and productive home office setup.
- Opportunities for continuous professional development, training, and career advancement.
- Access to an Employee Assistance Program (EAP) for personal and professional support.
- A supportive, collaborative, and inclusive remote team culture.
How to Apply
Interested candidates are encouraged to apply by clicking on the application link below. Please ensure your resume highlights your relevant experience in document control and your ability to thrive in a remote work setting. We look forward to reviewing your application!
