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File Manager Jobs in Ottawa, ON (NOW HIRING)

Paul Davis Ottawa

Project Coordinator

Ottawa, ON · On-site

CA$65K - CA$75K/yr

Support the Project Manager in coordinating assigned files from initial intake through mitigation, estimating, approvals, scheduling, production, invoicing, and project closeout. * Maintain complete ...

New

Ellisdon

Commercial Manager

Ottawa, ON · On-site

CA$140K - CA$160K/yr

Meticulous document and file management, organizational skills and experience. * Ability to develop creative solutions to new problems. * Strong work ethic, prepared to prioritize tasks and work ...

BDO Canada

Insolvency Counselling Manager

Ottawa, ON · On-site

CA$70K - CA$118K/yr

The role also requires a hands-on approach, contributing directly to counselling activities, file management, and client deliverables alongside leadership responsibilities. Responsibilities include:

Uottawa

Intermediate Administrative Coordinator

Ottawa, ON · Hybrid

CA$63K - CA$78K/yr

Demonstrates good judgment and autonomy in file management, priority setting and service delivery. In this job, your responsibilities will include: * Section operations: Performs various business ...

New

Sentinel Management

Licensed Condominium Manager

Greely, ON · On-site

CA$50K - CA$100K/yr

Prepare and issue Status Certificates, Information Certificates, and required filings. Maintenance ... Manage contractor lifecycle from selection to performance review. * Maintain inventories and ...

Uottawa

Adjointe ou adjoint de directionII

Ottawa, ON · On-site

File Management: Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or ...

Telesat

Manager, Corporate Reporting

Ottawa, ON

International Statutory Filings: Lead the end-to-end preparation and timely filing of all statutory ... Manage the submission of non-financial regulatory filings and government surveys as required by ...

Norton Rose Fulbright

Legal Assistant

Ottawa, ON · Hybrid

CA$48K - CA$59K/yr

Maintain an efficient document and file management system and bring forward system. * Prepare and submit expense reports and docket entries. * Open and close client/matter files. * Scan and/or PDF ...

Bayshore HealthCare

HR Manager

Ottawa, ON · On-site

Managing a team of HR professionals, this role partners closely with branch leadership and the ... Former employee files: ensure that final performance reviews and/or exit interviews are included.

Solink

Senior Tax & Compliance Specialist

Ottawa, ON · Remote

CA$100K - CA$126K/yr

Manage U.S. sales and use tax compliance across all applicable jurisdictions. * Monitor economic and physical nexus requirements and ensure timely registrations and filings. * Manage exemption ...

New

Eclipse Foundation, Inc.

Financial Controller

Ottawa, ON · On-site

CA$110K - CA$120K/yr

Ensure safeguarding of organisational assets and adherence to regulatory and audit requirements, including all tax filings. * Manage relationships and processes with relevant external parties ...

Patch & Permasearch

Senior Tax Manager

Hamilton, ON

$140K/yr

Our client is seeking a Senior Tax Manager to join their organization. This is a Direct Hire role ... Previous experience in corporate reorganizations, estate planning and various filings of tax ...

Blgllp

Law Clerk - Litigation

Ottawa, ON · Hybrid

CA$65K - CA$95K/yr

Drive litigation files forward by delivering high-quality drafting, managing discovery, coordinating with clients, counsel and experts, and advancing complex matters through all stages of proceedings

HW Partners

Accounting & Assurance Manager

Ottawa, ON · On-site

Experience in client management, team leadership, and file documentation. * Commitment to continuous learning and professional development. * Bilingualism in English and French is an asset. Ready to ...

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File Manager information

What are the key skills and qualifications needed to thrive as a File Manager, and why are they important?

To thrive as a File Manager, you need strong organizational skills, attention to detail, and knowledge of document management best practices, often supported by experience or training in records management. Familiarity with digital file management systems, cloud storage platforms, and database software is typically required. Excellent communication, discretion, and problem-solving abilities help a File Manager interact with staff and maintain confidentiality. These skills ensure efficient information retrieval, data security, and smooth workflow across the organization.

What are File Managers?

File Managers are software applications or tools that help users organize, manage, and navigate files and folders on a computer or other digital device. They enable users to perform tasks such as copying, moving, deleting, renaming, and searching for files efficiently. File Managers often provide a graphical user interface (GUI), making it easier to interact with the filesystem compared to command-line methods. Examples include Windows File Explorer, macOS Finder, and third-party programs like Total Commander.

What is the work of a file manager?

A file manager is responsible for organizing, storing, and maintaining digital files and documents within computer systems or networks. They ensure files are properly categorized, accessible, and secure, often using file management software or tools. The role may also involve backing up data and managing permissions to protect sensitive information.

Is file manager a job?

A file manager is a professional responsible for organizing, maintaining, and securing digital or physical files within an organization. This role often requires skills in data organization, attention to detail, and familiarity with file management systems or software. It can be a standalone position or part of an IT or administrative team.

What do you call someone who organizes files?

A person who organizes files is often called a file clerk, records clerk, or document controller. These roles involve managing, categorizing, and maintaining physical or digital files using tools like document management systems. Strong organizational skills and attention to detail are essential for these positions.

What are the 5 major activities of file management?

A file manager's five major activities include creating and organizing files and folders, storing and retrieving data efficiently, maintaining data security and permissions, backing up and restoring files to prevent data loss, and archiving or deleting files to manage storage space. These tasks ensure data is accessible, secure, and well-organized for users and systems.

What are some common challenges faced by File Managers, and how can they be addressed?

File Managers often encounter challenges such as maintaining the accuracy and security of large volumes of records, ensuring compliance with data protection regulations, and efficiently retrieving documents under tight deadlines. Addressing these challenges typically involves implementing clear organizational systems, staying updated on best practices for data management, and collaborating with IT and compliance teams. Regular training and adopting reliable file management software can also help File Managers stay organized and minimize errors.
What cities near Ottawa, ON are hiring for File Manager jobs? Cities near Ottawa, ON with the most File Manager job openings:
File Manager jobs near you

Project Coordinator

Paul Davis Ottawa

Ottawa, ON • On-site

CA$65K - CA$75K/yr

Full-time

Medical, Dental

Posted 2 days ago

New

Job description

Benefits:
  • Dental insurance
  • Health insurance

Position Summary
Support Project Managers throughout the entire restoration process—from emergency response through mitigation, estimating, reconstruction, invoicing, and project closeout.
You'll work with customers, adjusters, subcontractors, estimators, accounting, compliance, mitigation, and rebuild teams to ensure every project moves forward efficiently.
Key Responsibilities
 
Project Coordination & Scheduling
  • Support the Project Manager in coordinating assigned files from initial intake through mitigation, estimating, approvals, scheduling, production, invoicing, and project closeout.
  • Maintain complete visibility on project status, upcoming milestones, outstanding actions, approvals, documentation, and customer commitments across multiple active files.
  • Create, update, and maintain detailed project schedules using Project Libre or other approved scheduling software.
  • Coordinate all project activities including:
    • Customer appointments
    • Site inspections
    • Trade scheduling
    • Material deliveries
    • Equipment requirements
    • Permit inspections
    • Deficiency completion
    • Final walkthroughs
  • Ensure project schedules remain current and communicate schedule changes to all stakeholders.
 
Customer & Stakeholder Communication
  • Serve as a primary administrative contact for homeowners, tenants, property managers, adjusters, consultants, subcontractors, and vendors.
  • Maintain proactive communication throughout each stage of the restoration process.
  • Respond promptly to phone calls, emails, and customer inquiries.
  • Escalate concerns before they become project delays.
  • Ensure customers receive a consistent and professional experience throughout the project lifecycle.
 
Documentation & File Management
  • Maintain complete and accurate project documentation in RMS, Encircle, and all approved company systems.
  • Ensure all project files contain:
    • Work Authorizations
    • Photos
    • Docusketch files
    • Daily notes
    • Site reports
    • Purchase Orders
    • Change Orders
    • Customer communications
    • Completion Certificates
    • Warranty documentation
  • Ensure documentation is updated in real time and complies with Paul Davis Ottawa SOPs.
 
Purchase Orders & Financial Controls
  • Create, issue, track, and close Purchase Orders in accordance with company purchasing policies.
  • Verify subcontractor pricing aligns with approved budgets.
  • Coordinate vendor documentation required for payment.
  • Monitor committed costs against approved project budgets.
  • Assist the Project Manager in protecting project profitability through strong cost control and documentation.
 
Invoicing & Financial Administration
  • Assist Project Managers with preparing projects for invoicing.
  • Verify that all required documentation is complete before invoices are submitted.
  • Confirm labour, subcontractor costs, materials, change orders, and supporting documentation are accurately reflected.
  • Coordinate with Accounting to resolve invoicing discrepancies.
  • Assist with progress billing and final invoicing.
  • Ensure completed projects move to invoicing without unnecessary delays.
  • Help reduce Work-in-Progress (WIP) by proactively identifying files ready for billing.
 
Service Level Agreement (SLA) Compliance
  • Monitor all active files to ensure Service Level Agreements (SLAs) are achieved.
  • Track required customer touchpoints and documentation timelines.
  • Monitor estimate submission deadlines.
  • Track approval timelines.
  • Monitor scheduling commitments.
  • Escalate files at risk of missing SLA targets.
  • Support continuous improvement initiatives by identifying trends affecting cycle times and customer service.
 
Production Coordination
  • Participate in weekly Production Meetings.
  • Prepare project updates and status reports for discussion.
  • Track action items assigned during production meetings.
  • Follow up to ensure commitments are completed.
  • Identify bottlenecks preventing project progression.
  • Assist in workload balancing between Project Managers.
  • Monitor project schedules against production capacity.
 
Estimating Support
  • Coordinate documentation required for estimate preparation.
  • Ensure field information is complete before estimates are written.
  • Support estimate revisions and supplements.
  • Assist in gathering additional documentation requested by insurers.
  • Coordinate estimate approvals with Project Managers.
 
Quality Assurance
  • Monitor deficiencies until complete.
  • Coordinate warranty items.
  • Schedule final inspections.
  • Confirm customer satisfaction prior to closeout.
  • Ensure projects meet Paul Davis quality standards.
 
Cross-Department Coordination
Work collaboratively with:
  • Project Managers
  • Mitigation
  • Reconstruction
  • Estimating
  • Contents
  • Compliance
  • Accounting
  • Business Development
  • Operations
  • Vendors
  • Subcontractors
  • Insurance Adjusters
to ensure seamless project delivery from first notice of loss through final completion.
Reporting & Operational Support
  • Prepare reports for Operations and Production meetings.
  • Monitor project KPIs.
  • Assist in forecasting upcoming workload.
  • Identify aging files requiring attention.
  • Track project milestones.
  • Maintain project dashboards.
  • Support CAT reporting during surge events.
 
Continuous Improvement
  • Identify workflow improvements.
  • Recommend process efficiencies.
  • Support implementation of new SOPs.
  • Assist with software adoption and process standardization.
  • Promote a culture of accountability, urgency, and continuous improvement.
 
Key Performance Indicators (KPIs)
Success in this role will be measured by:
  • SLA compliance
  • Project schedule accuracy
  • Documentation completeness
  • Purchase Order accuracy
  • Invoice turnaround time
  • Project cycle time
  • Customer satisfaction
  • File audit scores
  • Production meeting preparedness
  • Reduction in WIP aging
  • On-time project closeouts
  • Communication responsiveness
  • Internal stakeholder satisfaction