Document Control Specialist

CoolIT Systems

CoolIT Systems

Calgary, AB, Canada
Posted on Saturday, November 11, 2023
About Coolit Systems Inc.

Founded in Calgary, Alberta in 2001, CoolIT Systems is the leading Direct Liquid Cooling technology provider for data centers, supercomputers, and desktop computers. We design and manufacture solutions used by the largest tech companies globally.

Recognized as one of “The Americas’ Fastest Growing Companies 2023” by Financial Times and honored with the Deloitte Fast 50 Clean Technology award in 2022, as well as the Deloitte Fast 500 distinction in both 2021 and 2022, CoolIT's rapid growth is capturing global attention.

As demand for generative AI, high performance computing and cloud solutions rapidly expands, there has never been a more exciting time to join our team.



We are seeking a talented Document Control Specialist to join our Quality Assurance team. We are looking for someone with strong record and document management skills and detail oriented. This role will report to Quality Assurance Manager and will be integral to ISO certifications’ success.


  • Responsible for all records and document management and its overall performance; advises on all process’s issues, and urgent matters and directs how the work is done; establishes all protocols for both internally and with external stakeholders.
  • Oversee the day-to-day activities of the Document Control
  • Conduct analysis of information flows and determine the appropriate document control processes to support the Quality Management System.
  • Save relevant documents in appropriate systems using a standardized naming convention, manage documents routed for approvals.
  • Utilize project management skills to manage multiple initiatives and provide progress reporting and status updates; conduct self-audits to assess gaps and determine and implement corrective action; lead and practice an environment of continuous improvement to ensure optimization of the SharePoint system; collaborate and coordinate the publication of training materials, FAQ's cheat sheets etc.; plan and coordinate training sessions as required.
  • Establishing a means for ensuring data accuracy
  • Developing processes that ensure controlled documents are consistently created, stored, modified, and distributed.
  • Formalizing sign-off procedures and version control policies
  • Regularly auditing systems, processes, and procedures to guarantee information is accurate and current.
  • Developing checklists, logs, and procedures to communicate document control requirements.
  • Creating and naming documents
  • Revision control and approval workflows

Who You Are

Basic Qualifications:

  • Technical Diploma or;
  • Equivalent to 5 years of related experience in Document Control or appropriate combination of education and experience.
  • Legally authorized to work in Canada without company sponsorship

Preferred Qualifications

  • Information/Business Analysis/Records Management Diploma or comparable post-secondary education and related experience
  • 2-3 years of experience in Document Control
  • Excellent computer skills hands on (MS Office, Visio, etc)
  • Advanced SharePoint skills able to administrate, provide training and solutions
  • Knowledge in Electronic Management Systems


  • Excellent communication skills (both written and verbal)
  • A self-starter, able to work with minimal supervision
  • Ability to work and excel in fast-paced, complex situations
  • Time management, attention to detail and organizational skills


We strive to be an employer of choice and as such we believe in rewarding our employees with career and development opportunities that will maintain and strengthen our culture while aligning to our vision and values.


We are a company that is full of vibrant, innovative people who love what we do. Our comprehensive benefits package includes:

  • Vacation and flex days, and paid company-wide shutdown during the holiday season.
  • Comprehensive benefits including Dental, Drugs, Optical, Paramedical and Health Spending. These costs are covered by CoolIT and are enacted from your first day.
  • Dress for your day – in a casual yet professional environment.
  • Retention rewards like “The Big Coffee Break” that reward tenure with additional vacation time and a monetary bonus.
  • Employee ownership program.

We thank every candidate in advance, however, only those selected for an interview will be contacted.

Successful candidates for this position will be required to undergo background checks including criminal records check and education.