Description

GCC Support – HSSEQ Document Administrator

Support the HSSEQ Document Governance team in delivering high-quality, audience-appropriate documentation. Responsibilities focus on administrative and document production activities, ensuring consistency in document structure, formatting, and version control.

Formatting

- Format a variety of HSSEQ documents, including but not limited to policies, procedures, guidelines, work instructions, job safety analyses (JSAs), workflow diagrams, and forms.

- Use approved and branded templates to ensure consistency in layout, structure, and presentation prior to publication.

- Proofread and format documents prior to publication to ensure quality and consistency.

- Ensure consistency in document structure, formatting, and visual presentation.

- Support quality checks to ensure documents are polished and professional.

- Apply advanced/proficient level Microsoft Word skills, including effective use of styles, headings, pagination, tables, and cross-referencing. Demonstrate working knowledge of Excel, PowerPoint, SharePoint, and Teams. Experience with Visio is considered an asset.

Document Administration and Control

- Apply document control practices to ensure HSSEQ documentation is properly maintained and version-controlled.

- Assign and maintain document numbers and revision numbers in accordance with established document control conventions.

- Track document updates and revisions, as required.

- Maintain organized document folders within Teams/SharePoint environment with original and revised versions properly identified.

- Ensure documents are proofread and formatted in both languages in alignment with document update schedules.

Translation (English ↔ French support)

- Provide initial English-to-French translation support for bilingual document readiness; French-to-English may also be required but not typical.

Note: Microsoft Copilot can be used to create or assist with first-pass translation. A member of the HSSEQ team will do final review and verification of translation.

- About WSP

WSP is one of the world's leading engineering, consulting, and professional services firms. Our purpose is to shape the communities of tomorrow through innovative, sustainable, and high-impact projects.

We are currently seeking a GCC Support – HSSEQ Document Administrator to join our General Capability Centre (GCC). This role will support the HSSEQ Document Governance team by ensuring the production, maintenance, formatting, and control of high-quality documentation aligned with organizational standards and governance requirements.

The successful candidate will play a key role in document quality assurance, version control, formatting consistency, bilingual documentation support, and document management processes across the HSSEQ function.

- Why Choose WSP?

- Join a globally recognized organization known for technical excellence and innovation.

- Collaborate with international teams across diverse business functions.

- Access opportunities for professional growth and career development.





- Work in a flexible and inclusive environment that values collaboration and continuous improvement.

- Contribute to projects and initiatives that support safety, quality, sustainability, and operational excellence.

- Be part of an organization committed to digital transformation and innovative ways of working.

- Position Purpose

Support the HSSEQ Document Governance team in delivering professional, audience-appropriate documentation by providing document formatting, quality control, document administration, version management, and bilingual document support. This role ensures that all documentation complies with corporate standards, branding requirements, and document control procedures.

- Key Responsibilities

- Document Formatting & Quality Assurance

- Format a wide range of HSSEQ documentation, including:

- Policies

- Procedures

- Guidelines

- Work Instructions

- Job Safety Analyses (JSAs)

- Workflow Diagrams

- Forms and Templates

- Apply approved corporate and branded templates to ensure consistency in layout, structure, format, and presentation.

- Proofread and format documents prior to publication to ensure professionalism, accuracy, and consistency.

- Ensure high standards of document quality and visual presentation.

- Perform document quality reviews to verify formatting compliance and readability.

- Maintain consistency in document structure across all documentation types.

- Utilize advanced Microsoft Word capabilities, including:

- Styles and Templates

- Headings

- Pagination

- Tables

- Cross-Referencing

- Table of Contents Management

- Support documentation activities using Microsoft Excel, PowerPoint, SharePoint, and Microsoft Teams.

- Assist with workflow diagrams and process documentation using Microsoft Visio when required.

- Document Administration & Control

- Apply document control best practices to ensure effective governance and maintenance of HSSEQ documentation.

- Assign and maintain document numbering and revision controls in accordance with established procedures.

- Track document updates, revisions, approvals, and publication status.

- Maintain organized electronic document repositories within SharePoint and Teams environments.

- Ensure original and revised document versions are correctly identified and archived.

- Support document lifecycle management activities.

- Monitor document update schedules and ensure documentation remains current and compliant.

- Maintain accurate records related to document revisions and approvals.

- Support continuous improvement initiatives related to document governance processes.

- Translation Support (English ↔ French)

- Provide first-level English-to-French translation support for bilingual document preparation.





- Support French-to-English translation activities as required.

- Utilize Microsoft Copilot and approved tools to assist in initial translation preparation.

- Ensure translated documents maintain consistency with source-language content.

- Verify that bilingual documents are properly formatted and aligned with organizational standards.

- Collaborate with HSSEQ reviewers responsible for final translation verification and approval.

- Support quality assurance activities to ensure consistency across English and French documentation.

- Position Requirements

- Education

- Diploma or Bachelor's Degree in Business Administration, Communications, Documentation Management, Information Management, Translation, Linguistics, or a related field.

- Experience

- 3 to 5 years of experience in document administration, document control, content formatting, administrative support, or related roles.

- Experience managing controlled documentation within corporate environments.

- Experience working with document management systems and collaborative platforms.

- Experience supporting bilingual documentation processes is highly desirable.

- Technical Skills

- Advanced proficiency in Microsoft Word, including:

- Styles

- Templates

- Headers and Footers

- Cross-References

- Document Navigation

- Automated Tables of Contents

- Strong knowledge of:

- Microsoft Excel

- Microsoft PowerPoint

- Microsoft Teams

- SharePoint

- Experience with document control and version management practices.

- Knowledge of document governance and quality assurance principles.

- Experience with Microsoft Visio is considered an asset.

- Familiarity with AI-enabled productivity tools, including Microsoft Copilot.

- Languages

- Advanced English proficiency (written and spoken).

- Advanced French proficiency (written and spoken) preferred.

- Spanish proficiency is considered an asset.

- Key Competencies

- Exceptional attention to detail.

- Strong organizational and document management skills.

- Excellent written communication abilities.

- Quality and accuracy orientation.

- Time management and prioritization skills.

- Problem-solving capabilities.

- Customer service mindset.

- Ability to manage multiple priorities simultaneously.

- Collaboration and teamwork.

- Adaptability and continuous learning.

- Commitment to confidentiality and professionalism.

- What We Offer

- Competitive compensation package.

- Comprehensive benefits program.

- Flexible work arrangements.

- Professional development and career growth opportunities.

- Exposure to global teams and international projects.

- Access to innovative technologies and digital tools.

- Inclusive, collaborative, and people-focused culture.

At WSP, we are committed to creating an inclusive environment where all employees are valued, respected, and empowered to contribute their best work while building a sustainable future together.

If you are interested in this opportunity, please share your updated CV in English

Qualifications

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