Process Documentation Specialist

Job Description

Our organization is undergoing a significant transformation with the implementation of Oracle Fusion and the expansion of Global Shared Services. The Documentation Specialist will play a key role in supporting this transition by developing the foundational documentation required for process standardization and operational readiness.

This role is responsible for creating, maintaining, and optimizing Standard Operating Procedures (SOPs), desktop procedures, and process flow charts across Global Shared Services. A particular focus will be on documenting processes involving Oracle Fusion and its integrations with other systems. The Documentation Specialist will work closely with Subject Matter Experts (SMEs) to ensure all SOPs are complete, accurate, and aligned with Service Levels, Internal controls and Audit requirements.

Term: Contract – 1 year with potential for extension

Location: Hybrid, based in Vaughan

Responsibilities

- Develop and maintain SOPs, desktop procedures, and process documentation for functions including Oracle Fusion modules (e.g., Finance, AP, HR) and other Shared Services functions such as Payroll and Benefits Administration.

- Develop Forms, Templates, and Training Content

- Create and update process flow charts using tools such as Microsoft Visio, Lucid chart, or AI-based mapping platforms. Use of AI platforms to convert Desktop Procedures to process flow charts (Visio)

- Collaborate with Subject Matter Experts (SMEs), Project Managers, and cross function departments to capture accurate process details and system workflows.

- Ensure documentation aligns with compliance, audit, and operational standards, including version control and approval workflows.

- Support onboarding and training material by providing clear, user-friendly documentation and visual process guides.

- Identify opportunities to streamline documentation practices and improve accessibility across teams.

- Provide insights into opportunities for improvements, control risks, and best practices.

Qualifications

- 3+ years of experience specializing in technical process documentation, SOP development, process mapping. - Advanced documentation skills for SOP, Process Flows and Desktop Instructions (Documented 20 + SOPs and Workflows in the last 5 years)

- Advance level for process mapping, and flowcharting tools (e.g., Visio, Lucid chart, Microsoft Word). Expert Level in use of Visio, including Swim Lane mapping.

- Process mapping experience, deep understanding of key elements within the process mapping flow. Must be able to grasp high-level business processes in terms of the tasks required to achieve a goal, dependencies between the tasks, and the roles & responsibilities involved.

- Technology Savvy - Able to leverage AI and applications to assist in the deliverables

- Ability to translate complex processes into clear, concise documentation.

- Excellent communication and collaboration skills across the teams.

- Proficient in Microsoft Office (Teams, SharePoint, Copilot, Visio)

- Hands-on experience with Oracle Fusion applications and Payroll systems is a plus.

- Experience in a Shared Services or Global Business Services (GBS) environment is a plus.

- Familiarity with compliance frameworks (e.g., SOX, internal audit)

- Proficient understanding of Oracle (or similar ERP tools) and how integrations work.

- Must be able to work independently to deliver within agreed deadlines and of high quality.