Analyst - Documentation Control

Belonging to Air Canada is safely anchored in our values and in our proud Canadian spirit. Air Canada was recently named the Best Airline in North America. Come and take off with us and join our innovative and diverse team at the forefront of passenger air transportation.

The successful candidate for the Documentation Control Analyst position must assist document owners and writers in complying with the standards and processes of the company's document and records management system. Through periodic audits and reviews of document management practices, the successful candidate ensures compliance with regulations and policy directives of Transport Canada and IOSA standards for document management.

They monitor and track updates to internal source documents, including those from original equipment manufacturers, Transport Canada, and IATA, among others (as needed), as well as the progress of internal document revision to ensure all controlled documents are updated and filed within prescribed timelines.

The position may be based in Montreal, Toronto or Vancouver.

Responsibilities:

• Keep up to date on applicable industry standards and requirements (IOSA, Canadian Aviation Regulations) related to document and records management.
• Develop and maintain, on behalf of Operations, a system for capturing and tracking revisions to external documents and publications applicable to Air Canada Operations publications; monitor the progress of their integration.
• Develop and maintain, on behalf of Operations, a system for capturing and tracking revisions to internal documents and publications affecting Air Canada Operations publications; monitor the progress of harmonization and integration. Verify that affected document owners are informed of pending changes.
• Prepare quarterly reports for the Director of Operations on the status of document revisions, progress made against established deadlines, and related measures regarding the adoption and compliance with document management best practices.
• In direct support of the Manager - Process and Documentation Control, work with document owners to implement and maintain document management standards for Flight Operations and other customer-related directorates of Operations.
• Ensure optimal use of the company's document management system regarding processes and control mechanisms for content harmonization between documents. Work directly with document owners and Operations Documentation Managers to identify potential solutions to observed issues.
• Capture and report to the Manager - Process and Documentation Control any detected additions or changes to the company's document management system requirements, based on feedback from document owners or document management best practices.
• Act as the primary backup for the Manager - Process and Documentation Control for the transformation of all non-XML manuals into XML manuals in the document management system.
• Identify and escalate opportunities to improve the end-user experience for all documents in the Document Management and Control department.
• Monitor industry standards and best practices regarding documentation management and control and recommend improvements to ensure optimal processes.
• Create and maintain documentation management and control best practices to support uniform, efficient, and compliant processes within Operations.
• Develop and deliver training, guidance, and support to document owners and subject matter experts on content management processes, standards, and best practices; identify opportunities to improve training materials and programs to foster continuous adoption and uniform application.
• Work with the Manager - Process and Documentation Control to document, analyze, implement, and monitor document management processes, ensuring uniform application of established standards and best practices.
• Provide technical expertise to users of the company's document management system regarding the review and resolution of technical or operational issues. At the request of the Manager - Process and Documentation Control, forward functional improvements and bug reports to system vendors.
• In collaboration with the Manager - Process and Documentation Control, establish verifiable standards for all document and records management documents and processes.
• Conduct periodic validation audits with document owners and Documentation Managers to confirm their compliance with established standards or to determine potential improvements to them.
• Demonstrate punctuality and reliability to contribute to the overall success of the team in a fast-paced environment.

Qualifications

Education

• High school diploma, minimum.
• Official training in document management successfully completed within three months of appointment.
• Official training in the Safety Management System successfully completed within three months of appointment.
• Recognized training in technical writing, an asset.
• Recognized training or practical experience in XML Schema, Transformation and StyleSheet/CSS.
• Recognized training in Microsoft Adobe or similar document production software, an asset.

Experience and Industry Knowledge

• Over 3 years of experience in the aviation field, including thorough knowledge of daily operational procedures of an airline and an airport, and the interdependencies between them.
• Experience within a Canadian air operation governed by the Canadian Aviation Regulations (CAR), with good knowledge of flight operations and interdependencies between different operational functions.
• Experience with a commercial air operator governed by subparts 704 or 705 is considered an asset.
• Experience supporting document management, technical publication control, regulatory compliance, quality assurance, or similar governance processes in a highly regulated environment.
• Thorough knowledge of technical document design and management principles, including document lifecycle management, version control, and audit requirements.
• Experience working in XML-based publishing environments, including the use of XSLT/CSS to produce content in HTML, PDF, and EFB-specific formats.
• Breadth of professional or commercial industry knowledge necessary for the position.
• Knowledge of Transport Canada regulations and standards (Canadian Aviation Regulations).
• Knowledge of regulations and requirements of similar foreign regulatory bodies (e.g., FAR, JAR-Ops).
• Knowledge of ICAO standards, recommended practices, and applicable annexes.
• Knowledge of IATA Operational Safety Audit (IOSA) requirements and approved practices, technical methods, standard operating policies and procedures of Air Canada, and Star Alliance network best practices, an asset.
• Experience coordinating activities with large and diverse stakeholder groups, an asset.
• Experience in process analysis, change management, project management, or reporting software is an asset.
• Experience developing, delivering, or supporting training.

Employment Conditions:

Candidates must be eligible to work in the country concerned at the time an offer of employment is presented and are responsible for obtaining work permits, visas, or other necessary authorizations. Proof of eligibility must be provided prior to the start date.

Language Requirements

Equal skills being equal, preference will be given to bilingual candidates.

Diversity and Inclusion

Air Canada is strongly committed to diversity and inclusion and aims to create a healthy, accessible, and rewarding workplace that highlights the unique contribution of our employees to our company's success.

As an equal opportunity employer, we encourage diverse applications so that we can have a workforce that is varied and representative of our customers and the communities where we live and offer our services.

Air Canada thanks all candidates for their interest, but only those selected for an interview will be contacted.