Your Opportunity
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.

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Track document status and revisions to prevent use of superseded information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

Transmittals & Document Distribution

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, ProjectWise, 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, 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

Continuous Improvement & Training

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

Health, Safety & Responsibility

Promote and support a culture of safety and compliance within all project activities

Ensure documentation supports health, safety, environmental, and regulatory requirements where applicable

Required Qualifications

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

Technical Skills

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Adobe Acrobat Professional

Experience with EDMS platforms (e.g., SharePoint, ProjectWise, ACC, others)

Familiarity with Visio and document workflow tools preferred

Understanding of the project lifecycle, project management and project services fundamentals

Education

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

Working Conditions

Primarily office‑based with extended computer use

Flexible in‑office and remote work arrangement

Additional Information
This job description outlines the core responsibilities and qualifications required for this role. Duties may evolve to meet changing project or organizational requirements.

Pay Range

Locations Outside of Lower Mainland - BC & Various locations in Ontario-$63,800.00 - $92,500.00 Annually

Locations in Lower Mainland - BC, GTA & Ottawa Ontario-$67,600.00 - $98,100.00 Annually

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 advantages, 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.

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📌 Document Controller (British Columbia)
🏢 Stantec.
📍 British Columbia