Document Control Specialist

Your Opportunity

The Document Controller is responsible for the effective management, control, and distribution of project documentation throughout the full project lifecycle. This role ensures that all project documents are accurate, current, compliant, and accessible to authorized stakeholders, while adhering to internal standards and client‑specific requirements.

Working closely with Project Managers, Engineers, Project Services, and external clients, the Document Controller plays a critical role in supporting successful project delivery by maintaining document integrity, supporting information flow, and reducing project risk. This role requires strong attention to detail, excellent organizational skills, the ability to manage multiple priorities, and a solid understanding of document control practices within a project‑based environment.

If you are the type of person who is invigorated by opportunities presented through change and collaboration with others, we would love to meet you!

Key Responsibilities

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: - 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• Track document status and revisions to prevent use of superseded information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

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, permissions, workflows, and folder structures as required
• Ensure controlled access to sensitive and confidential information
• Support migration, archiving, and close‑out of project document repositories

Project & Administrative Support

• Support project deliverables by formatting, editing, and proofreading documents
• Coordinate and support project meetings (where requested)
• Manage and track Requests for Information (RFIs) and other project correspondence
• Assist with project start‑up and close‑out activities, including document handover packages
• Act as a PM Framework ambassador and support points related to document controls
• Facilitating and monitoring building permit applications

Coordination & Stakeholder Support

• Act as a central point of contact for document‑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

Health, Safety & Responsibility

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

Your Capabilities and Credentials

• 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
• Ability to work independently and manage multiple projects simultaneously
• Ability to work under pressure and meet deadlines

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Adobe Acrobat Professional
• Experience with EDMS platforms (e.g., SharePoint, ProjectWise, ACC, 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 equivalent combination of education and experience

Experience in a consulting engineering or heavy industrial environment is an asset

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.