Document Control Specialist — Water Infrastructure

Stantec Consulting International Ltd.; Calgary; On-site; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) plan

Employee stock purchase program

Paid holidays and vacation

Job summary

Stantec Consulting International Ltd. in Calgary seeks an Intermediate Document Controller to support municipal water and wastewater projects. You will manage RFIs, Submittals, meeting records, correspondence, and project tracking logs to support project teams.

The successful candidate will be highly organized, detail oriented, and able to manage multiple priorities in a fast-paced environment. Proficiency with ACC, SharePoint, and MS Office is essential.

Qualifications

• 3+ years of document control, project administration, or records management experience.
• Experience managing RFIs, Submittals, meeting minutes, and project correspondence.
• Working knowledge of ACC, SharePoint, or similar document management systems.
• Strong proficiency in Microsoft Word, Excel, Outlook, Teams, and Adobe Acrobat.
• Excellent organizational skills with strong attention to detail.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong written and verbal communication skills.

Responsibilities

• Establish and maintain electronic project filing structures for RFIs, Submittals, correspondence, meeting records, and project documentation.
• Download and organize RFI and Submittal documentation from ACC.
• Maintain project filing systems to support easy retrieval and management of records.
• File project correspondence within the appropriate project folders.
• Maintain document control processes in accordance with company and client requirements.
• Set up folders and tracking records for new RFIs and Submittals.
• Create and prepare response packages and forms for project teams.
• Distribute RFIs and Submittals to reviewers and monitor progress.
• Maintain and update RFI and Submittal Logs to track status and turnaround times.
• Follow up with reviewers and project teams to support timely responses.
• Upload approved responses to ACC and distribute notifications.
• Update logs and project records following issuance.
• Coordinate bi-weekly project meetings and record detailed minutes.
• Prepare and distribute meeting minutes, action item logs, and supporting documentation.
• Issue final meeting minutes to stakeholders after review.
• Maintain meeting action item logs and status updates.
• Maintain and update project change management logs.
• Track changes and ensure supporting documentation is filed.
• Assist project managers with tracking and reporting project changes.
• Order and maintain office supplies; coordinate meeting logistics and document distribution.
• Provide general project administration support.

Skills

Document control

Attention to detail

Strong written/verbal communication

Prioritization

Tools

Autodesk Construction Cloud (ACC)

SharePoint

Procore

Microsoft Office 365

Adobe Acrobat

Job description

Stantec Consulting International Ltd. in Calgary seeks an Intermediate Document Controller to support municipal water and wastewater projects. You will manage RFIs, Submittals, meeting records, correspondence, and project tracking logs to support project teams.

The successful candidate will be highly organized, detail oriented, and able to manage multiple priorities in a fast-paced environment. Proficiency with ACC, SharePoint, and MS Office is essential.