Document Controller

When you care deeply about the work you do, it’s rewarding to see it through from concept to completion. We partner with clients to provide both program management and construction management to strategize, plan, and implement projects that drive organizations forward. From hospitals and airports to university campuses, mass transit systems, water treatment facilities, mines, and wind farms, we've successfully managed thousands of projects.

Joining our team, turning visionary ideas into reality, will shape your future—and the future of your community. 

We are strategizing, planning, and implementing projects that help clients achieve their organization’s objectives. Join our award-winning program management team and bring transformational project solutions to life.

Your Opportunity 

Your role will be to provide document control and project administration support to our team throughout the construction phase of projects. You will support the construction contract administration team by managing project documentation, maintaining accurate records and logs, coordinating deliverables, and helping ensure project information is organized, current, and accessible to the project team.

Your Key Responsibilities

• Manage, track, log, distribute, and maintain project documentation and deliverables throughout the construction phase.
• Maintain document control systems, project files, correspondence, team directories, and document registers.
• Coordinate with project teams and multiple disciplines to maintain accurate logs and provide updates on outstanding deliverables.
• Support the management of RFIs, submittals, change documentation, certificates of payment, and other construction administration records.
• Prepare and distribute weekly document control reports, logs, and project status updates.
• Assist with tracking project management and contract administration deliverables across multiple projects.
• Support the preparation, organization, and execution of contractual agreements and project documentation.
• Perform quality checks on documents to ensure accuracy, completeness, version control, and compliance with established document control procedures.
• Coordinate document workflows between internal teams, clients, consultants, and contractors.
• Attend project meetings and work collaboratively with project managers, contract administrators, technical teams, and other stakeholders.
• Follow client and corporate document management policies, procedures, naming conventions, and filing requirements.
• Provide additional project and administrative support as required.

Qualifications

Your Capabilities and Credentials

• Strong working knowledge of document control practices within design, engineering, construction, or project management environments.
• Proficient with Microsoft Office, including Word and Excel, as well as Teams and SharePoint.
• Experience using Bluebeam and document management or construction administration platforms such as Newforma, Onware, or similar systems.
• Experience maintaining document registers, revisions, transmittals, correspondence, and project records.
• Strong organizational and time-management skills with the ability to manage documentation across multiple concurrent projects.
• Excellent written and verbal communication skills with a high level of attention to detail.
• Ability to work effectively under pressure while maintaining accuracy and meeting project deadlines.
• Comfortable working independently, taking initiative, and coordinating with multidisciplinary project teams.

Education and Experience

• 3–4 years of document control or project administration experience, preferably within engineering, construction, architecture, infrastructure, or a related project environment.
• Experience supporting projects during the construction phase is strongly preferred.
• Diploma, certificate, or degree in business administration, construction, engineering technology, project management, or a related field is preferred.
• Equivalent combinations of education and relevant document control experience will be considered.

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

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.

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Pay Transparency: In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week.
Benefits Summary: Regular full-time and part-time employees (working at least 20 hours per week) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off.
Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account.
The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.