Document Controller

Responsibilities

• The Document Controller is responsible for effective management, control, and distribution of project documentation throughout the full project lifecycle.
• Ensure that all project documents are accurate, current, compliant, and accessible to authorized stakeholders.
• Work closely with Project Managers, Engineers, Project Services, and external clients.
• Maintain document integrity, support information flow, and reduce project risk.
• 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• Track document status and revisions to prevent use of superseded information.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.
• 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.
• 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.
• Manage and maintain project documentation within EDMS platforms such as SharePoint, Project Wise, 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.
• 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.
• Act as a PM Framework ambassador and support points related to document controls.
• 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.
• 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.

• 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.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Adobe Acrobat Professional.
• Experience with EDMS platforms (e.g., SharePoint, Project Wise, ACC, others).
• Familiarity with Visio and document workflow tools preferred.
• Understanding of the project lifecycle, project management and project services fundamentals.
• 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.

Demonstrates expertise in document control processes, ensuring compliance with project and regulatory standards while managing large volumes of technical documentation. Proficient in utilizing EDMS platforms and Microsoft Office to maintain document integrity and support project deliverables.

• Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Adobe Acrobat Professional
• Visio