Document Controller & Quality Assurance Specialist

Stantec; Markham; On-site; CAD 65,000 - 90,000; Full time

Job summary

Stantec in Markham is seeking a Document Controller & Quality Assurance Specialist to join a transportation group focused on provincial highways, arterial roads and mass transit projects. The role requires detail orientation, strong multi-tasking and excellent communication skills.

Responsibilities include maintaining project records, controlling documents, conducting QA reviews, audits and metrics reporting, and providing guidance on document management best practices within the team.

Qualifications

• Experience in document control processes for large projects.
• Ability to conduct process and surveillance audits.
• Ability to review quality documentation for compliance and deliverables.

Responsibilities

• Follow document control processes including tracking, meeting minutes, RFIs, submittals and change logs.
• Maintain project records and ensure electronic filing in line with policy.
• Distribute updated documents to relevant parties and notify teams of revisions.
• Assist Project Managers with progress tracking, data reports and materials.
• Develop document management processes and provide guidance on procedures.
• Conduct quality assurance reviews and manage non-conformities, corrective actions and metrics.
• Work in a team to meet deadlines and produce high-quality deliverables.

Skills

Document control

Quality assurance

Audits

Regulatory compliance

Communication

Tools

Document management software

Job description

Your Opportunity

Our Markham office is currently seeking a Document Controller & Quality Assurance Specialist to become part of a dynamic transportation group specializing in the planning and design of major provincial highways, regional and municipal arterial roads, and mass transit projects. This opportunity exists for an individual who is detail-oriented with strong multi-tasking, interpersonal, organizational and communication skills.

Your Key Responsibilities

• Follow document control processes and procedures established for project functions including document tracking, meeting minutes, RFIs, submittals, change logs and other communication tools
• Fulfill the Document Control function on projects including, but not limited to:
  • Responsible for adhering to electronic filing (on servers) of project documentation consistent with Stantec document management policy/protocol (Global Data Management) and the project’s contract (confidentiality, etc.)
  • Maintaining project records and overseeing document control for regulatory and legal compliance
  • Ensuring all technical documents, such as reports and drawings, are collected, uploaded in the system and distributed to the appropriate parties as necessary
  • Notifying the Project Manager and team members of updated document revisions and how to access them
  • Assisting Project Managers with monitoring project progress, developing tracking data, reports and other materials as needed
  • Developing the document management process and protocols for the project(s)
  • Providing training and guidance in the application of document management procedures and best practices
• Fulfill Quality Assurance functions on projects including, but not limited to:
  • Reviewing quality documentation for compliance with the quality program and contractual requirements
  • Conducting process audits and surveillance audits to verify that project services and deliverables meet quality program requirements
  • Conducting quality assurance reviews of client deliverables prior to submissions
  • Liaise with all relevant parties, internal and external, during quality audits and inspections
  • Manage and report on non-conformities, corrective and preventive actions
  • Report quality metrics on a regular basis including data analysis, the frequency of which is to be determined, and contribute to continuous improvement and Lessons Learned activities
  • Provide support in responding to quality related inquiries as required
• Work as part of a team to meet deadlines and produce high-quality deliverables
• Other duties as assigned