Document Controller - Intermediate level

Phase Consulting; Calgary; On-site; CAD 55,000 - 85,000; Full time

Job summary

Phase Consulting in Calgary, Alberta seeks an Intermediate Document Controller to support day-to-day document control on a major mining development project. Reporting to the Document Control Manager, you will help maintain accurate and accessible project documentation while collaborating with internal teams and external contractors.

3–5 years of document control experience and proficiency with SharePoint are required, along with strong organizational skills and attention to detail.

Qualifications

• 3–5 years of document control experience, ideally within mining, engineering, construction, or major capital projects.
• Diploma or certificate in business administration, records management, or related field, or equivalent experience.
• Experience using SharePoint to upload, organize, retrieve, and maintain project documentation.
• Knowledge of document numbering, transmittals, metadata, revision control, and document distribution procedures.
• Experience reviewing document registers and auditing electronic libraries for accuracy and completeness.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Strong attention to detail and organizational skills, with the ability to manage multiple requests and meet deadlines.
• Strong written and verbal communication skills and the ability to work effectively with internal teams and external contractors.
• Ability to handle confidential information and follow established document control procedures.

Responsibilities

• Process incoming transmittals from internal teams and contractors.
• Process document number requests according to numbering procedures.
• Respond to document and information requests.
• Upload and file electronic project documentation with complete metadata.
• Audit and maintain SharePoint and internal libraries.
• Support audits of project document deliverables for accuracy and compliance.
• Assist with SharePoint onboarding training and contractor support.
• Maintain metadata, revision control, and superseding/voiding of document versions.
• Assist in managing the project’s large-file storage in Egnyte and placeholders in SharePoint.

Skills

Attention to detail

Organizational skills

Written & verbal communication

Time management

Education

Diploma or certificate in business administration or records management

Tools

SharePoint

Egnyte

Excel

Word

Outlook

Job description

Our client is a consulting firm supporting mining and capital development projects. Its teams work closely with project owners and contractors to support project delivery, coordinate technical activities, and maintain effective systems for managing project information.

The firm is seeking an Intermediate Document Controller to support the day‑to‑day document control activities of a major mining development project. Reporting to the Document Control Manager, the successful candidate will help maintain accurate, organized, and accessible project documentation while collaborating with internal teams and external contractors.

Key Responsibilities

• Process incoming transmittals from internal teams and contractors.
• Process document number requests in accordance with established numbering procedures.
• Respond to document and information requests.
• Upload and file electronic project documentation, ensuring metadata is complete and accurate.
• Assist with auditing and maintaining SharePoint technical libraries and internal discipline libraries.
• Support audits of project document deliverables to verify accuracy and compliance with document control requirements.
• Assist with SharePoint onboarding training and provide support to new contractors.
• Support the reconciliation, cleanup, and maintenance of technical and internal libraries, ensuring accurate metadata, proper revision control, and appropriate superseding or voiding of document versions.
• Assist the Document Control Manager with managing and maintaining the project’s large‑file storage repository in Egnyte and its corresponding placeholders in SharePoint.

Qualifications and Experience

• 3–5 years of document control experience, ideally within mining, engineering, construction, or major capital projects.
• Diploma or certificate in business administration, records management, or a related field, or an equivalent combination of education and relevant experience.
• Experience using SharePoint to upload, organize, retrieve, and maintain project documentation.
• Working knowledge of document numbering, transmittals, metadata, revision control, and document distribution procedures.
• Experience reviewing document registers and auditing electronic libraries for accuracy and completeness.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Strong attention to detail and organizational skills, with the ability to manage multiple requests and meet deadlines.
• Strong written and verbal communication skills and the ability to work effectively with internal teams and external contractors.
• Ability to handle confidential information and follow established document control procedures.