Document Administrator

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Conduct periodic reviews and clean-ups of SharePoint sites and libraries to prevent clutter, remove duplicate or outdated content, and keep the environment organized.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

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 Ensure older versions are archived or superseded as necessary, and that all key project documents are filed consistently.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

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.

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.

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.