Job offer: Coordinator – Document Control and Calls for Tenders
CSX Group Inc.
Type of employment: Remote work | Part-time – 20 hours/week
About CSX Group Inc.
CSX Group Inc. is a consulting firm specializing in the design, verification, and project management of emergency communication, mass notification, and critical public address systems. Our services are aimed at organizations working in critical infrastructure, where reliable communications and regulatory compliance are crucial.
Job Summary
Reporting directly to management, the Coordinator – Document Control and Bidding ensures the management, coordination, and compliance of all internal and external documents related to projects, proposals, bids, and deliverables. The employee acts as the central point of organization, ensuring document integrity, traceability, and quality in a demanding technical environment.
Primary responsibilities
Documentary control
- Manage the entire document lifecycle (creation, revision, approval, archiving, distribution).
- Maintain the document structure in accordance with internal standards and customer requirements.
- Ensure versioning, revision tracking, and registry management.
- Check technical deliverables (reports, plans, matrices, protocols).
- Verify that documents comply with standards, templates, and contractual requirements.
- Organize project documentation according to the quality system.
Requests for proposals and proposals
- Monitor opportunities for calls for tenders (public and private platforms).
- Search, filter, and summarize relevant opportunities for management.
- Coordinate the receipt, analysis, and summary of tender documents.
- Prepare and assemble proposals with the management team.
- Ensure that submissions comply with the requirements regarding form, content, and mandatory criteria.
- Manage schedules, electronic submissions, and communications related to RFIs/RFQs/RFPs.
- Keep templates, certifications, attestations, and documents required for calls for tenders up to date.
Administrative support and coordination
- Enter, update, and validate data in the CRM and customer databases.
- Create, update, and maintain corporate resumes for staff.
- Keep the list of certifications, competency cards, and mandatory training courses up to date.
- Track expirations, reminders, renewals, and required training.
- Ensure the exchange of documentation between internal teams, partners, and clients.
- Support contract management (letters, amendments, registers, official correspondence).
- Prepare, format, and ensure the linguistic quality of documents.
- Maintain records tracking requests, comments, QRTs, NCRs, deliverables, deadlines, etc.
- Ensure the confidentiality and proper filing of sensitive documents.
Working conditions
- Part-time Monday through Thursday (4 days/week schedule, 8 p.m. – flexibility regarding days).
- Teleworking : Remote work position.
- Language : Bilingual – French and English (spoken and written).
- Equipment provided : laptop computer.
Requirements
Training
- College diploma or associate's degree in office automation, administration, technical documentation, or a related field.
- Any combination of training and experience deemed relevant will be considered.
- Experience
- Minimum 2 to 5 years in document control, tender support, or administrative coordination.
- Experience in a technical, engineering, construction, infrastructure, or industrial sector (significant advantage).
- Familiarity with the requirements of public clients (municipal, provincial, federal) or major contractors.
Technical skills
- Excellent command of Microsoft 365 (advanced Word, Excel, Outlook, SharePoint, Teams).
- Ability to work comfortably in structured document environments (numbering, nomenclature, directories).
- Ability to interpret specifications, RFP requirements, compliance grids, and internal procedures.
- Rigorous versioning, validation, and quality control processes.
Behavioral skills
- Strong sense of organization and structure.
- Effective management of priorities and tight deadlines.
- Discretion, professionalism, and great attention to detail.
- Autonomy, initiative, and ability to work remotely with minimal supervision.
- Ability to coordinate multiple simultaneous requests in a calm and methodical manner.
Desired profile
- A structured, methodical, and quality-oriented person.
- Interest in technical, regulatory, or engineering environments.
- Comfortable handling large volumes of documents and managing versions.
- Ability to understand and apply complex requirements in a compliance context.
- Ability to support a small, dynamic team in a growing company.
Benefits of working at CSX Group Inc.
- Competitive salary based on experience.
- Opportunities for professional development and continuing education.
- Active participation in large-scale projects in the critical infrastructure and emergency communications sectors.
- A collaborative environment on a human scale, focused on quality, reliability, and professional development.
Diversity, inclusion, and accessibility
At CSX Group Inc., we believe in the diversity of talent and the value of each individual.
We encourage applications from all backgrounds, orientations, ages, disabilities, and cultures.
The masculine form is used in this document for the sole purpose of simplifying the text and refers to both women and men.
The position is open to all Quebec residents who are eligible to work in Canada.
If you are a person with a disability and require special accommodations to participate in the selection process, please contact us at rh@groupecsx.ca so that we can respond to your needs in a confidential and respectful manner.