Document Controller

At Stantec, we know the work we do matters. From decarbonizing mines to modernizing electric grids and building the infrastructure that fuels communities, we’re powering the world. Our clients come to us with their biggest, most complex challenges because that’s where we thrive. And we’re looking for problem solvers, high achievers, and visionaries to help us.

Join us for a chance to grow professionally at one of the world’s top design firms while building our clean energy future.

Job Description
At our core, we are a community. Together, we exercise creative thought, developing engineering and designs as individual as the people and projects we touch. From approval and permitting to design and construction management services, we put the goals of our clients and their communities at the center of everything we create. Join us as we assist mining companies in getting mined materials to communities around the globe.

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Track document status and revisions to prevent use of superseded information

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, 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

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

Coordination & Stakeholder Support

Act as a central point of contact for document‑related inquiries

Liaise with project teams, clients,…