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Administrator – Document Management System (DMS/M-Files)

Work location : MontrealPermanentFull-time

Founded in 1992, Normandin Beaudry is recognized for its leading-edge total rewards consulting services. Independent and wholly owned by an ever-growing number of its professionals, Normandin Beaudry has an ownership structure that puts it in a unique position as one of the few major firms in the field with exclusively Canadian interests. From offices in Montreal, Toronto and Quebec City, a team of nearly 400 employees serves an enviable list of clients across Canada that includes organizations of all sizes and industries from the private, public, para-public and not-for-profit sectors.

Looking to join a team that generates human and financial performance for its clients through the excellence of its total rewards experts? Curious about the NB Experience? Then show us what you’re made of!

We are looking for a Document Management System Administrator to join our Information Systems and Security team. The position is based in our Montreal office.

This role is for someone who wants to be responsible for the day-to-day administration and governance of a document management system, while contributing to its evolution.

The added value lies in ensuring rigour and consistency and maintaining the system’s coherence over time, combined with a natural curiosity to understand, test and improve the tool. The incumbent plays a key role in the adoption of the EDMS, supporting users and participating in platform development projects, although these are not the main responsibilities of the position.

Why join us:

  • Make your mark in a firm that centres around people.
  • Grow and develop in an autonomous and flexible work environment where new ideas are welcomed.
  • Collaborate on a daily basis with accessible colleagues who have varied expertise.
  • Receive recognition for the quality of your work.
  • Work in a highly collaborative environment.
  • Progress within an innovative environment, using cutting-edge tools that set our expertise apart in the market.
  • We make a point of sharing our knowledge and expertise with colleagues!
  • Benefit from a balanced telework policy.

Your mission:

Reporting to the director of enterprise applications, you will have the following responsibilities:

  • EDMS administration and governance
    • Administer M-Files: metadata, classes, status, workflows and permissions.
    • Ensure system health: blocked files, session management, and vault integrity.
    • Manage user access (arrivals, departures, temporary replacements).
    • Maintain the coherence of the document structure over time.
    • Ensure solid documentation governance practices and data quality.
  • User support
    • Respond to user and superuser requests.
    • Analyze requests for changes or exceptions and arbitrate in accordance to the established framework.
    • Provide level 2-3 support for EDMS
    • Document rules, practices and procedures related to EDMS.
    • Contribute to user training and support.
    • Carry out application governance with care, firmness and a spirit of collaboration.
  • Continuous improvement
    • Identify pragmatic improvements to simplify use and enhance information quality.
    • Participate in the development of M-Files in collaboration with internal teams and external partners.
    • Progressively contribute to the functional administration of other enterprise applications.

Competencies sought:

  • Experience in functional or operational administration of an application or structured system (DMS, ECM, application platform).
  • Strong interest in day-to-day management, governance and information quality.
  • Experience with M-Files is considered an asset.
  • Relevant profiles: application administration, application support, digital information management, ECM.
  • Comfortable working in structured digital environments, with recurring rules, processes and requests.
  • Ability to understand how a system works and assess impacts related to changes or development.
  • College diploma or university degree in a relevant field (computer science, information technology, information management, information systems, or related field).
  • An equivalent combination of education and relevant experience will be considered.

You must demonstrate that you possess the following attributes:

  • You enjoy managing a system and being responsible for it over the long term.
  • You find satisfaction in rigour, quality and stability.
  • You are comfortable with rules, problem resolution and recurring requests.
  • You prefer a concrete, useful role rather than a highly project-oriented one.
  • You are comfortable being a stable reference for users.
  • Ability to prioritize, diagnose issues and support superusers.
  • Collaboration, respect, active listening.
  • Ability to work in a dynamic environment and handle multiple requests.
  • Ability to communicate clearly and professionally.
  • Initiative, autonomy and caring.

If this is your dream job, send your CV to the NB Experience team at candidature@normandin-beaudry.ca and tell us how you could contribute to our success.

 

We value diversity, equity and inclusion (DEI) 

At Normandin Beaudry, we recognize that some groups face systemic barriers that create inequality in employment. That’s why we have made a commitment to our employees and candidates to contribute to reducing such inequality.

We honour this commitment through multiple initiatives, such as continually improving our hiring process. This includes putting in place mechanisms to reduce unconscious bias, diversifying the networks on which we post our job offers and raising employee awareness through training.

As an equal opportunity employer, we encourage women, people with disabilities, Indigenous people and members of visible and ethnic minorities to apply.

Normandin Beaudry fosters an inclusive work environment where the respect of others and their differences are valued. We are looking for applicants of various backgrounds in order to build a diverse and value-added workforce for the firm. If your circumstances require special accommodation during the hiring process, write to us at experiencenb@normandin-beaudry.ca.

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    Our coordinates

    general@normandin-beaudry.ca

    Montreal

    630 René-Lévesque Blvd. West
    30th floor

    Montreal, QC H3B 1S6

    514-285-1122

    Toronto

    155 University Avenue
    Suite 1805

    Toronto, ON M5H 3B7

    416-285-0251

    Quebec City

    1751 du Marais Street
    Suite 380

    Quebec City, QC G1M 0A2

    418-634-1122