Document Controller – Municipal Water Infrastructure

Stantec; Calgary; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) plan

Employee stock purchase program

Ten paid holidays

Job summary

Stantec in Calgary is seeking an Intermediate Document Controller to support municipal water and wastewater infrastructure projects. You will manage RFIs, Submittals, meeting records, and project correspondence while coordinating with project teams, clients, and contractors.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced project environment. Experience with ACC/SharePoint/Procore is preferred.

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 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 Autodesk Construction Cloud (ACC).
• Maintain project filing systems to support easy retrieval and management of records.
• File project correspondence, including emails and supporting documentation, within the appropriate project folders.
• Maintain document control processes in accordance with company and client requirements.
• Set up folders and tracking records as new RFIs and Submittals are received.
• Create and prepare response packages and forms for project teams.
• Distribute RFIs and Submittals to reviewers and monitor review progress.
• Maintain and update RFI and Submittal Logs to accurately track status and turnaround times.
• Follow up with reviewers and project teams to support timely responses.
• Upload approved responses to ACC and distribute response notifications to project stakeholders.
• Update logs and project records following issuance.
• Coordinate and support bi-weekly project meetings.
• Attend meetings and record detailed meeting minutes.
• Prepare and distribute meeting minutes, action item logs, and supporting documentation for review.
• Issue final meeting minutes to project teams, consultants, contractors, and clients following review and approval.
• Maintain meeting action item logs and status updates.
• Maintain and update project change management logs.
• Track changes and ensure supporting documentation is properly filed and recorded.
• Assist project managers with tracking and reporting project changes.
• Order and maintain office supplies, stationery, and site trailer supplies.
• Coordinate meeting logistics and document distribution.
• Provide general project administration support as required.
• 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.

Skills

Document control

Project administration

Organizational skills

Communication skills

Tools

Autodesk Construction Cloud (ACC)

SharePoint

Procore

Microsoft Office 365

Job description

Stantec in Calgary is seeking an Intermediate Document Controller to support municipal water and wastewater infrastructure projects. You will manage RFIs, Submittals, meeting records, and project correspondence while coordinating with project teams, clients, and contractors.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced project environment. Experience with ACC/SharePoint/Procore is preferred.