Document Controller

The Document Controller provides critical information management support that enables effective project delivery throughout the full project lifecycle. This role is responsible for governing document control processes, maintaining controlled project records, managing document exchange and transmittals, and ensuring compliance with project, client, and organizational requirements.

As the steward of project information, the Document Controller ensures that documentation is accurate, current, traceable, and accessible to authorized stakeholders. Working closely with Project Managers, Engineers, Project Services, vendors, and clients, this role plays a vital part in maintaining information integrity, supporting decision-making, reducing project risk, and ensuring teams have the right information at the right time.

Success in this role requires strong organizational skills, attention to detail, quality assurance, stakeholder coordination, and the effective management of electronic document management systems within a fast-paced project environment.

If you are energized by collaboration, continuous improvement, and the opportunity to make a meaningful impact on project success, we would love to meet you.

Essential Functions

Health, Safety, Security & Environment (HSSE)

• Promote and support a culture of safety and compliance within all project activities.
• Ensure documentation supports health, safety, environmental, and regulatory requirements where applicable.

Document Control & Lifecycle Management

• Establish, maintain, and manage document control processes in accordance with organizational standards and client requirements.
• Control the full document lifecycle, including but not limited to:
  • Document creation and intake.
  • Review and approval workflows.
  • Revision and version control.
  • Transmittal and distribution.
  • Final close-out and archiving.
  • Ensure only current, approved documents are issued, used, and stored.
  • Track document status and revisions to prevent use of superseded information.
  • Maintain accurate, up-to-date document registers, metadata, and logs.

Transmittals & Document Distribution

• Prepare, issue, and track document transmittals to internal teams, clients, and external stakeholders.
• Maintain inbound and outbound transmittal logs and confirmation of receipt.
• Ensure traceability of document exchanges and approvals.
• Manage deadlines for document submissions, reviews, and client responses.

Vendor Data Management & Supplier Documentation

• Manage and maintain vendor, supplier, and manufacturer documentation throughout the project lifecycle.
• Coordinate the receipt, review, control, distribution, and retention of vendor data in accordance with project, client, and contractual requirements.
• Ensure vendor documentation is accurately tracked, organized, and maintained within project document management systems.
• Support collaboration between procurement, engineering, construction, commissioning, vendors, and project stakeholders regarding vendor information requirements.
• Maintain document integrity, traceability, revision control, and compliance for vendor documentation and associated records.
• Support project turnover and closeout activities through the management and compilation of vendor data packages, manuals, and project records.
• Monitor vendor documentation status and identify potential risks, delays, or information gaps that may impact project execution.
• Promote consistency, accuracy, and quality in vendor document management processes and practices.

Quality Assurance & Compliance

• Perform quality checks on documentation to ensure:
  • Correct formatting, numbering, and naming conventions.
  • Accurate metadata and revision history.
  • Compliance with project, regulatory, and client standards.
• Support audits, quality reviews, and verification activities related to document control.
• Ensure compliance with contractual document control requirements.
• Identify gaps, inconsistencies, and risks related to document management and recommend corrective actions.

Electronic Document Management Systems (EDMS)

• Manage and maintain project documentation within EDMS platforms such as SharePoint, ProjectWise, ACC, or similar systems.
• Configure document libraries and folder structures.
• Ensure controlled access to sensitive and confidential information.
• Support migration, archiving, and close-out of project document repositories.

Project Support

• Support project deliverables by applying Stantec styles and formatting.
• Manage and track Requests for Information (RFIs) and other project correspondence.
• Assist with project start-up and close-out activities, including development of the project Document Control Plan and document handover packages.
• Act as a PM Framework ambassador and support points related to document controls.

Coordination & Stakeholder Support

• Act as a central point of contact for document and deliverable related inquiries.
• Liaise with project teams, clients, vendors, and subcontractors regarding document control requirements.
• Provide guidance and support to engineers, project managers, and support staff on document control procedures and Stantec standards.
• Maintain professional communication with internal and external stakeholders.

Continuous Improvement & Training

• Provide training and onboarding support to project teams on document control systems and processes.
• Contribute to the development and improvement of document control standards, templates, and procedures.
• Identify opportunities to improve efficiency, consistency, and quality within document control activities.
• Share best practices and lessons learned across projects.

Required

• Minimum 5 years of experience in document control within engineering, construction, industrial, or project-based environments.
• Proven experience managing large volumes of technical documentation.
• Strong understanding of document control processes, standards, and best practices.
• Excellent organizational, prioritization, and time-management skills.
• High level of accuracy and attention to detail.
• Strong written and verbal communication skills (English).
• Ability to work independently and manage multiple projects simultaneously.
• Ability to work under pressure and meet deadlines.

Technical Skills

• Ability to perform detailed reviews of engineering deliverables and technical documentation to verify document completeness, metadata accuracy, revision consistency, formatting, numbering, and compliance with project, client, and contractual requirements.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Adobe Acrobat Professional.
• Experience with EDMS platforms, such as SharePoint, ProjectWise, ACC, and others.
• Familiarity with Visio and document workflow tools preferred.
• Understanding of the project lifecycle, project management, and project services fundamentals.

Education

• Post-secondary education in a related field, or an equivalent combination of education and experience.
• Experience in a consulting engineering or heavy industrial environment is an asset.

Working Conditions

• Primarily office-based with extended computer use.
• Flexible in-office and remote work arrangement (Hybrid).

Additional Information

This job description outlines the core responsibilities and qualifications required for this role. Duties may evolve to meet changing project or organizational requirements. 

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