Intermediate Document Controller

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

Communities everywhere share the need for clean water. And as they work to meet that need, they’re facing new, more complex challenges every day. Our water professionals collaborate to contribute innovative ideas, guided by scientific rigor and a vision for sustainable growth. Every day, we’re helping communities improve, reuse, and protect our world’s most precious resource.

Join our team to deliver transformational projects that will benefit future generations. Grow with us, H2O+U.

Your Opportunity

We are seeking an Intermediate Document Controller to support ongoing construction administration activities for municipal water and wastewater infrastructure projects in Calgary. This position will play a key role in managing project documentation, Requests for Information (RFIs), Submittals, meeting records, correspondence, and project tracking logs while supporting project managers, discipline leads, contractors, consultants, and clients.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced project environment.

Key Responsibilities

Document Control & Project Records

• 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.

RFI & Submittal Coordination

• 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.

Meeting Coordination & Minutes

• 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.

Change Management Support

• 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.

Administrative Support

• 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 Autodesk Construction Cloud (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.

Preferred Qualifications

• Experience supporting municipal infrastructure, water, wastewater, or construction administration projects.

• Familiarity with project documentation workflows.

• Knowledge of records management and document retention requirements.

Typical systems used: Autodesk Construction Cloud (ACC), SharePoint, Procore, Microsoft Office 365, and project-specific tracking logs.

Why Join Our Team

This position offers the opportunity to work on critical water and wastewater infrastructure projects that support growing communities. You will work closely with project managers, engineers, contractors, and clients while contributing to the successful delivery of complex construction projects through effective document control and project administration support.

Pay Transparency:

In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part‑time roles will be pro‑rated based on the agreed number of working hours per week.

Benefits Summary:

Regular full‑time and part‑time employees (working at least 20 hours per week) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & D D insurance, short‑term/long‑term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave. Regular full‑time and part‑time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements

Primary Location: Canada | AB | Calgary
Organization: BC-1269 Water-CA Delivery
Employee Status: Regular
Business Justification: New Position
Travel: No
Schedule: Full time