Document Administrator

Salary Range: $60,000.00 To $70,000.00 Annually

About Potentia Potentia Renewables Inc. (Potentia) is a Canadian renewable energy developer, owner, asset manager and operator, headquartered in Toronto. Potentia owns or manages over 2,000 MW across more than 800 solar and wind projects in operation, under construction or under contract. Wholly owned by Power Sustainable Capital Inc., an affiliate of Power Corporation of Canada, Potentia combines an entrepreneurial operating model with the backing of a long-term institutional investor.

Position Title Document Administrator

Location Toronto, Hybrid

Department Project Management Office

Reporting Relationships The Document Administrator reports to the Managing Director, PMO, and has no direct reports.

Accountabilities and Key Functions The Document Administrator provides document management oversight for renewable energy projects at varying stages of development, including greenfield development, procurement and engineering, construction and operations. The Document Administrator is a key member of the Potentia team, owning Potentia’s Document Management function end-to-end — maintaining all project documentation, ensuring team deliverables are timely, consistent and professional, and providing governance over the company’s SharePoint environment.

The Document Administrator role requires a responsible, organized, service-oriented individual who will assist Project Managers and Business Managers in executing projects successfully. This position is responsible for maintaining documentation across the organization and for providing the guidance, structure, and governance needed for Potentia’s teams to create, store, and manage information consistently in SharePoint.

ROLE & RESPONSIBILITIES SharePoint Governance & Document Management

Own Potentia’s Document Management function end-to-end, acting as the primary point of governance for how documents are created, stored, and maintained across the organization.

Oversee the creation of all new SharePoint sites, ensuring each is set up with the appropriate structure, permissions, and templates before use.

Oversee and manage access for both internal and external users.

Establish and maintain company-wide document management policies, standards, and best practices, and serve as the internal subject matter expert and point of escalation for SharePoint and document management questions.

Develop, maintain, and roll out standardized SharePoint site templates to ensure consistency across teams and reduce setup time.

Communicate upcoming SharePoint changes, new features, and process updates to the broader team, and provide guidance or short training sessions as needed.

Proactively monitor how team members are saving and organizing documents — particularly project documents — and follow up directly with individuals or teams who are not adhering to filing standards.

Ensure consistent drawing and document naming conventions are followed and that SharePoint uploads are completed correctly across all teams.

Conduct periodic reviews and clean-ups of SharePoint sites and libraries to prevent clutter, remove duplicate or outdated content, and keep the environment organized. Recommend archiving as needed.

Partner with IT on SharePoint site permissions, access requests, and platform-level changes affecting document management.

Document Control

Manage and monitor the transmission and filing of all incoming and outgoing Project documents. This includes contracts, amendments, applications, change orders, requests for information, requests for change, letters, reports, drawings, specifications, permits & approvals, etc.

Ensure Project documents are filed appropriately on SharePoint. Ensure older versions are archived or superseded as necessary, and that all key project documents are filed consistently.

Implement and uphold document control procedures and standards to ensure consistency and accuracy.

Maintain and provide project document templates to the Potentia Project team for their use.

Organize and archive project documents for future reference.

Administration

Provide general administrative support to the Project Manager and team members.

Assist in project transition processes by ensuring that all necessary documentation is available at the time of handover. Take ownership of document migrations from Virtual Data Rooms or Construction Management Platforms when required.

Other duties assigned by the Project Manager, Directors or VPs as required.

KNOWLEDGE, SKILLS, ABILITIES:

3-5 years of related document administration experience is required.

A college diploma or university degree in Business Administration, Project Management or a related field is preferred.

Proficiency with SharePoint, Microsoft Office Suite (especially Word, Excel & PowerPoint) and Adobe Acrobat.

Experience with SharePoint site administration and governance (site creation, permissions, templates) is strongly preferred.

Proven experience in administrative roles with a focus on document control and project support.

Strong attention to detail and accuracy in handling documents and data.

Coordination, organization, scheduling, and prioritization of tasks for self and others.

Ability to handle multiple projects, priorities and responsibilities simultaneously.

Ability to effectively communicate with various internal company departments and personnel.

Ability to learn and follow company and department policies and procedures, understand and maintain confidentiality.

COMPENSATION

Base salary range: $60,000CAD - $70,000CAD.

Target annual bonus: 10% target bonus.

Compensation will vary depending on experience and qualifications.

BENEFITS

Extended health and dental benefits.

RRSP matching program.

Paid parental leave.

DIVERSITY & INCLUSION Potentia Renewables is an equal opportunity employer committed to building a diverse and inclusive workplace. We welcome applications from individuals of all backgrounds and encourage candidates from underrepresented communities to apply.

AI IN OUR HIRING PROCESS As part of our commitment to an efficient and fair recruitment process, Potentia may use artificial intelligence (AI) tools to help screen and assess applications. These tools support our team’s decision-making, and all final hiring decisions are made by people.

Deadline Applications will be accepted until a qualified talent pool is compiled.

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