COOEC CANADA COMPANY

Records Management Officer

Calgary, AB

Temporary, Full-time, Fixed term contract

About This Job

Job Summary: The Records Management Officer is responsible for overseeing the effective and compliant management of all company records across departments such as Human Resources, Finance, Engineering Projects, Legal, and Operations. This role ensures that all documentation is properly stored, classified, retained, and accessible as needed, supporting organizational efficiency, regulatory compliance, and operational readiness.

Key Responsibilities:

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Oversee the lifecycle of physical and electronic records, including creation, classification, storage, access, retention, and secure disposal.

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Coordinate company-wide recordkeeping activities, ensuring consistency in document handling across HR, business contracts, project documentation, financial records, and compliance files.

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Implement and maintain a records management framework aligned with company policies, government regulations, and industry standards.

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Establish and regularly update retention schedules for all records, including project-specific documents with long-term or permanent value.

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Collaborate with departments such as Engineering, QHSE, Legal, and IT to ensure proper classification and archiving of technical reports, approvals, evaluation reports, inspection certificates, and related supporting documentation.

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Support audit and regulatory review processes by retrieving and delivering accurate, complete documentation on demand.

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Monitor access control protocols to protect sensitive and confidential records from unauthorized use or breach.

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Provide training and guidance to staff on best practices in recordkeeping and file management.

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Assist in digital transformation efforts including the migration of legacy records to digital formats and enhancing electronic document management system (EDMS) capabilities.

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Coordinate with off-site storage vendors and manage archival logistics and inventory.

Qualifications:

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Diploma or Bachelor's degree in Records Management, Library Science, Information Management, Business Administration, or related fields.

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Minimum 2-3 years of experience in a records, document control, or administrative coordination role, ideally in an engineering, oil & gas, or construction environment.

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Knowledge of document retention policies, compliance requirements, and records classification systems (e.g., ISO 15489).

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Familiarity with records management platforms such as SharePoint, Documentum, or OpenText.

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Strong organizational and detail-oriented skills with the ability to manage multiple priorities.

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Proficiency in Microsoft Office Suite (Word, Excel, PDF tools); experience with digital records systems is a plus.

Job Types: Full-time, Fixed term contract

Contract length: 12 months

Pay: $25.00-$50.00 per hour

Expected hours: 40 per week

Schedule:

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8 hour shift

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Monday to Friday

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Overtime

Education:

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Bachelor's Degree (preferred)

Experience:

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Human resources: 3 years (preferred)

Work Location: In person

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