Senior Document Controller – EDMS & Compliance; Hybrid

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.

The Document Controller provides critical information management support that enables effective project delivery throughout the full project lifecycle. This role is responsible for governing document control processes, maintaining controlled project records, managing document exchange and transmittals, and ensuring compliance with project, client, and organizational requirements.

As the steward of project information, the Document Controller ensures that documentation is accurate, current, traceable, and accessible to authorized stakeholders. Working closely with Project Managers, Engineers, Project Services, vendors, and clients, this role plays a vital part in maintaining information integrity, supporting decision-making, reducing project risk, and ensuring teams have the right information at the right time.

Success in this role requires strong organizational skills, attention to detail, quality assurance, stakeholder coordination, and the effective management of electronic document management systems within a fast-paced project environment.

If you are energized by collaboration, continuous improvement, and the opportunity to make a meaningful impact on project success, we would love to meet you.

Essential Functions

Health, Safety, Security & Environment (HSSE)

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

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 but not limited to:
  • 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.
• Manage and maintain vendor, supplier, and manufacturer documentation throughout the project lifecycle.
• Coordinate the receipt, review, control, distribution, and retention of vendor data in accordance with project, client, and contractual requirements.
• Ensure vendor documentation is accurately tracked, organized, and maintained within project document management systems.
• Support collaboration between procurement, engineering, construction, commissioning, vendors, and project stakeholders regarding vendor information requirements.
• Maintain document integrity, traceability, revision control, and compliance for vendor documentation and associated records.
• Support project turnover and closeout activities through the management and compilation of vendor data packages, manuals, and project records.
• Monitor vendor documentation status and identify potential risks, delays, or…