Records Management Coordinator

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 requires working onsite full-time with occasional travel between office locations in the Nisku area.

What Success Looks like…

• Build trust and credibility across companies, influencing outcomes through expertise and collaboration
• Bridge communication between Java RM and company personnel to ensure clarity, alignment, and collaboration
• Take responsibility for actions and outcomes, learning and improving continuously
• Provide thoughtful recommendations for program improvement and maintain professionalism if they are not adopted
• 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 improve steadily as gaps and inefficiencies are identified and addressed over time

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 to Java RM, and escalating matters as needed
• Participate in initiatives that showcase records management as a critical business function and demonstrate its impact on organizational success
• Identify and recommend improvements to records management processes, raising issues or discrepancies with Java RM as required
• Lead records management projects, including archiving and destruction, and support broader initiatives that depend on records management such as migration efforts
• Develop, review, and maintain the Records Retention Schedule, including researching relevant legal citations
• Support the development of records management policies, procedures, processes, and other governance documents, and prepare and / or deliver training initiatives independently or collaboratively.

Requirements

Qualifications & Experience :

• Bachelor’s degree in Library Science, Information Management, Records Management, Business Administration, 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
• Knowledge of compliance requirements and regulatory standards (e.g., GARP, GDPR, PIPEDA, ISO 15489) is preferred

Preferred Education & Certifications

• Membership in professional records or information management associations such as ARMA is desirable
• Relevant certifications such as CRA, CRM, or IGP are a plus

Benefits

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