Document Controls Specialist

JOHNSON SERVICE GROUP; Edmonton; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

JOHNSON SERVICE GROUP is seeking an experienced Document Control Specialist to support a Pipeline Project in Edmonton. The role provides document control and information management across engineering, construction, project execution, and turnover to Operations, with a hybrid work arrangement.

You will manage document workflows, QA, and audits, maintain metadata and registers, coordinate with EPCs, vendors, and contractors, and ensure compliance with templates and standards while leveraging EDMS

Qualifications

• 5+ years in document control or management on large pipeline/energy projects.
• Experience in standardized document control environments with templates and metadata.
• Coordinate documentation from EPCs, engineering consultants, vendors and contractors.
• Strong revision control, metadata, numbering, distribution matrices and registers.
• Perform QA/compliance audits and manage corrective actions.
• Hands-on with EDMS and MS 365 tools (Excel, Word, SharePoint, Acrobat).

Responsibilities

• Provide document control and information management support across project phases.
• Coordinate and track documentation from EPCs, consultants, vendors and contractors to meet standards.
• Perform QA reviews of numbering, metadata, formatting, and approvals.
• Manage document workflows, transmittals, review cycles, and status reporting.
• Support vendor documentation control, redlines, as-builts, and engineering records.
• Maintain document registers, indexes, distribution matrices, KPIs and audit metrics.
• Collaborate with PM, Construction, Commissioning, Operations and contractors on requirements.

Skills

5+ years document control

document management

coordinate docs with EPCs/consultants

revision/version control

QA & compliance audits

MS Office / 365

Tools

EDMS

SharePoint

Adobe Acrobat

Excel

Procore / Oracle ECM / ProjectWise

Job description

Our Utilities client is seeking an experienced Document Control Specialist to support the a Pipeline Project. The role will provide document control and information management support across engineering, construction, project execution, and eventual turnover to Operations. (Edmonton, Hybrid TWT)

Must Have Skills

• 5+ years of Document Control and/or Document Management supporting large-scale pipeline, energy, utilities, oil & gas, or infrastructure projects.
• Experience working within a standardized Document Control / Information Management environment, including established procedures, templates, numbering conventions, metadata requirements, and technical standards.
• Strong experience coordinating documentation and deliverables from EPCs, engineering consultants, vendors, suppliers, and construction contractors.
• Strong knowledge of document revision/version control, metadata, document numbering, distribution matrices, workflows, transmittals, and document registers.
• Experience performing document quality assurance and compliance audits, identifying gaps or non-conformances, and coordinating corrective actions.
• Hands-on experience with Electronic Document Management Systems (EDMS) and maintaining document and data integrity within controlled repositories.
• Strong Microsoft Office / Microsoft 365 skills, including Excel, Word, SharePoint, and Adobe Acrobat.

Nice to Have Skills

• Previous experience supporting pipeline construction or linear infrastructure projects.
• Experience with Procore, SharePoint, Oracle ECM, ProjectWise, Livelink/OpenText, Documentum, or similar EDMS platforms.
• Experience developing or maintaining Document Control KPIs, audit metrics, SLA reporting, and compliance reporting.

Key Responsibilities

• Provide Document Control and Information Management support throughout the project, supporting engineering, procurement, construction, commissioning, and project closeout activities.
• Coordinate and track documentation and deliverables from EPCs, engineering consultants, vendors, suppliers, and construction contractors, ensuring compliance with established project standards and requirements.
• Perform quality assurance and compliance reviews to verify document numbering, metadata, formatting, revision status, approvals, completeness, and adherence to established templates and standards.
• Manage document workflows, transmittals, review cycles, revisions, distribution, and status tracking to ensure current and approved information is available to project stakeholders.
• Support the control and reconciliation of vendor documentation, construction packages, redlines, as-built documentation, and controlled engineering records throughout project execution.
• Conduct document and information-quality audits, identify missing or non-compliant deliverables, and work with internal teams and external contractors to resolve deficiencies.
• Maintain document registers, indexes, distribution matrices, tracking tools, KPIs, audit metrics, and status reporting to provide visibility into document-control performance and outstanding deliverables.
• Work closely with Project Management, Construction, Commissioning, Operations, vendors, and contractors to ensure consistent application of established Document Control and Information Management requirements.

#LI-MS1 #D480