Records Management Coordinator

Java Holdings Ltd. owns a portfolio of companies in North America and Europe and is engaged in its acquisitions providing high level execution support for large utility, oil and gas, and power generation projects, specializing in EPCM (Engineering, Procurement, Construction & Management).

Are you a forward-thinking, self-motivated problem solver who thrives in a fast-paced environment? Do you enjoy organizing information, ensuring compliance, and helping others manage records efficiently? If so, we want you to join our team as a Records Management Coordinator. We are looking for someone who embraces challenges, learns from experience, and continuously improves. You are proactive, able to question existing processes and suggest better ways of doing things, while also respecting decisions you may not agree with. The ideal candidate guides and influences others through collaboration and thoughtful reasoning, rather than simply enforcing policies.

Reporting to the Team Lead of Records Information Management at Java Holdings, this role is office-based in Nisku, AB and requires as-needed local travel between office locations in the area.

Requirements

What Success Looks like…

·         Build trust and credibility across companies and stakeholders, influencing outcomes through expertise and collaboration

·         Bridge communication between Java RM and company personnel to ensure clarity, alignment, and collaboration

·         Provide thoughtful recommendations to improve records management processes, systems, and usability, while maintaining professionalism when recommendations are not adopted

·         Take responsibility for actions and outcomes, learning and improving continuously

·         Manage changing priorities effectively without compromising accuracy, consistency, or quality

·         Company personnel experience timely, clear, and effective records management support

·         Company personnel increasingly understand records management expectations and why it matters for compliance, risk management, and business continuity

·         Records management processes evolve over time through the identification and resolution of inefficiencies

Core Responsibilities:

·          Support Java companies in achieving records management compliance by providing guidance, influencing behaviour, and leading organizational change initiatives

·          Serve as the primary records management contact for Java companies, proactively addressing inquiries, providing regular updates, and escalating matters to Java RM as required

·          Participate in initiatives that showcase records management as a critical business function and demonstrate its impact on organizational success

·          Contribute to continuous improvement of records management processes by identifying gaps and recommending enhancements to standards and processes

·          Lead records management projects, including archiving and destruction, and support broader initiatives requiring records management involvement such as system migrations

·          Develop, review, and maintain the Records Retention Schedule, including researching relevant legal citations

·          Support the development and delivery of records management policies, processes, procedures, governance documents, and training initiatives as required

Qualifications & Experience:

• Bachelor’s degree in Library Science, Information Management, Records Management, or a related field, or a combination of education and experience in records information management, document control, or a related area

·          Minimum 1 year of relevant experience in records information management, document control, or a related field; higher experience may compensate for education where applicable.

·          Experience with records retention schedules, records lifecycle management, and records management projects, including migration, destruction, and archiving

·          Familiarity with records management and document control systems is required. Experience with M-Files is considered an asset.

·          Knowledge of compliance requirements and regulatory standards (e.g.