Document Control Specialist

The Greenstone Mine commenced production in May 2024 and will be one of Canada's largest open-pit gold mines, with annual production expected to average nearly 400,000 ounces of gold per year for an initial 14-year mine life with additional potential from a large underground deposit. Greenstone Gold Mines LP is owned by Equinox Gold Corp, a Vancouver-based mining company with seven other operating mines in the United States, Mexico and Brazil.

Job Summary

We are seeking a Document Control Specialist to join our team. Reporting to the Administration Manager, the successful candidate will provide document control services and support day-to-day administrative requirements for the Greenstone Project.

Key Responsibilities

Document Control

- Follow and maintain document control processes, systems, and procedures.

- Review submitted documents for accuracy and completeness, and ensure metadata is complete in SharePoint.

- Receive, verify, and distribute all controlled documents.

- Ensure documents are reviewed and approved in accordance with document approval requirements.

- Maintain the document distribution matrix.

- Provide document control training and support to users of the SharePoint and Teams document control systems.

- Develop and maintain positive working relationships with internal and external stakeholders (e.g., engineering firms, contractors).

- Ensure shared collaboration sites are properly structured and maintained.

- Ensure that all forms and templates adhere to project standards and brand guidelines and are stored in the appropriate controlled libraries.

- Ensure teams adhere to document control procedures, standards, and instructions.

- Proactively identify deviations from procedures, report as required and demonstrate a commitment to maintaining established processes.

- Generate reports and metrics related to document control activities for management review.

- Respond to inquiries and provide support for document retrieval and access.

- Conduct periodic audits to ensure compliance with processes.

- Recommend improvements to procedures or systems to address issues and concerns.

Administration

- Assist with the development of new templates.

- Assist with formatting documents, templates, and forms and ensure alignment with standards and branding guidelines.

- Assist with compiling and issuing weekly and monthly reports.

Required Experience and Skill Set

- 5+ years of experience in office administration and/or document control.

- Experience in the mining industry or with engineering firms is considered an asset.

- Experience with electronic document management systems.

- Experience with document control systems, including SharePoint, is considered an asset.

- Strong computer skills.

Job Conditions

- Strong knowledge of document control practices.

- Strong attention to detail.

- Strong verbal and written communication skills.

- Strong interpersonal, organizational, analytical, and problem-solving skills.

- Able to take initiative, manage multiple tasks, and meet deadlines in a fast-paced environment.

- Demonstrated ability to build trust and strong working relationships.

- Microsoft Office proficiency.

- General knowledge of administration and document control practices.

- This position is based in Geraldton, Ontario.

Certifications

Education

- Post-secondary education in Business Administration or Office Administration.

Greenstone Mine provides company transportation from multiple pick-up point locations.

Greenstone Gold Mines is committed to inclusiveness, equity, and accessibility. We encourage all qualified candidates to apply.

Accommodations are available on request for candidates taking part in all aspects of the selection process.