Helical Pile Solutions (HPS) is seeking a Records Management Coordinator to join our team in Nisku, Alberta. Reporting operationally to the Records Information Management Specialist at Java Holdings, the Records Management Coordinator will be responsible for supporting and executing the records management operational program for HPS and several other companies within the Java Group of Companies. Responsibilities include but not limited to records inventory, legal research, assist users with Records Retention Schedule compliance such as archiving, destruction and legal hold support. This role is full-time in-office based in Nisku and is expected to travel between office buildings in the area as needed.

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). The Records Management Coordinator must maintain strict confidentiality surrounding all records and information to which they are exposed to through the scope of their job activities.

Responsibilities:

• Gather and document records inventory information regularly with intent to keep Company Records Retention Schedules up to date.

• Research legislations, regulations and industry best practices related to records information management as required.

• Analyze information to appraise records values for Java Records Information Management Specialist's review prior to Company approval proposals.

• Assist personnel in managing records in compliance with Company Records Retention Schedules.

• Assist in hardcopy records management such as storage, chain of custody and destruction.

• Assist in electronic records management such as migration and destruction.

• Assist with special projects such as identifying legacy project closeout dates and calculating scheduled destruction dates.

• Support legal holds such as suspend records scheduled for destruction immediately and ensure affected personnel are aware of their legal obligations as well as assist in identifying, preserving and producing requested records.

• Assist in the establishment of vital records program and assist personnel with records recovery and restoration as required.

• Serve as the main records management contact for designated Companies.

• Serve as the operational interface between designated Companies and Java Records & Information Management Specialist to identify and report issues and discrepancies.

• Advocate records management policies, processes, procedures and systems.

• Conduct ad hoc training as required.

• Perform other related duties as assigned.

Requirements

Qualifications:

• Secondary school graduation or equivalent.

• Post-secondary, diploma or certificate in records information management is preferred.

• Minimum 1 year of experience working with records and information management preferably in a professional services environment.

Key Skills & Attributes:

• Knowledge of records management principles and practices.

• Strong research skills.

• Self motivated, confident and driven.

• Ability to work in an environment with multiple priorities with minimum supervision.

• Comfort working with remote teams using technologies such as Teams.

• Excellent organizational and technical skills, with strict attention to detail.

• Excellent communication skills both written and verbal.

• Excellent interpersonal and team participation skills.

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Visio, etc.)

• Experience using Adobe PDF, and records management and document control systems.

• Demonstrate sound work ethic.

Benefits

• Extended Healthcare Plan (Medical, Disability, Dental & Vision)
• Group RRSP
• Group Life - AD&D - Critical Illness Insurance
• Training & Development
• Employee Assistance Program - Counseling