Document Controller

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• Track document status and revisions to prevent use of superseded information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

• 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
• 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

• 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

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

• 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‑seco…