Role:

We are looking for an experienced Team Lead to manage a team responsible for scanning, indexing, and organizing utility records and documents. The successful candidate will oversee daily operations, ensure quality and productivity targets are achieved, support and train team members, and work directly with the client to address project requirements and operational issues.

Experience in document management, records management, digitization projects, document control, or similar operational environments is preferred. Previous team leadership experience and strong communication skills are essential.

Primary Responsibilities:

- Lead and support the digitization team in daily operations, ensuring work is completed accurately, on schedule, and within quality targets.
- Work with clients and project stakeholders to understand requirements, plan activities, allocate resources, and track project delivery.
- Coordinate the collection, organization, and tracking of physical and electronic records throughout the project lifecycle.
- Develop and maintain work instructions, process documentation, and team guidelines to support consistent project execution.
- Provide guidance to team members on document processing, indexing, records organization, data entry, and document management systems.
- Monitor data quality, validate project deliverables, and prepare progress and status reports.
- Implement and oversee quality assurance processes, conduct reviews, investigate issues, and drive corrective actions as needed.
- Train, mentor, and support team members while promoting knowledge sharing and continuous improvement.
- Monitor team performance, workloads, productivity, and project milestones to ensure objectives are achieved.




- Identify operational challenges and process improvement opportunities and support project planning and resource management activities.
- Act as the primary point of contact for the team, clients, and project stakeholders, ensuring timely communication and issue resolution.

Requirements:

- Experience in records management, document management, document control, digitization, or related information management functions.
- Experience working with document management systems such as SharePoint or other enterprise document/content management platforms.
- Proven experience leading or supervising a team in an operational or project setting.
- Strong problem-solving and analytical skills with the ability to identify issues and improve processes.
- Experience with quality assurance, quality control, and ensuring adherence to established procedures and standards.
- Proficiency in Microsoft Office applications, particularly Excel for tracking, reporting, and data analysis.
- Strong communication, organizational, and stakeholder management skills.
- Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
- Experience working with utility, engineering, construction, or infrastructure records is considered an asset.

Qualifications:

- Diploma or degree in records management, information management, business administration, GIS, or a related field; equivalent experience will also be considered.
- 3-5 years of experience in records management, document management, digitization, document control, or a similar field.
- Previous experience leading or supervising a team and delivering projects on schedule while meeting quality expectations.
- Experience with document management systems, records management platforms, or digitization projects is an asset.

Experience working with utility, engineering, infrastructure, or asset-related records is preferred.

📌 Records Management Team Lead (Toronto)
🏢 RMSI
📍 Toronto