Lead, Document Control, Pacific Link (Contract)

Trans Mountain; Calgary; On-site; CAD 100,000 - 130,000; Full time

Benefits offered by this job

Competitive compensation

Career advancement opportunities

Inclusive workplace and IDEA focus

Job summary

Trans Mountain Corporation is seeking a Lead, Document Control (Contract) in Calgary, AB, to oversee day-to-day document governance across the Pacific Link project lifecycle. You will ensure complete, accurate, secure and retrievable records supporting timely decisions and regulatory compliance.

The role collaborates with partners, engineering, procurement, construction, commissioning and handover teams, driving quality, workflows and continuous improvement while maintaining controlled data and

Qualifications

• Post-secondary education in Information Management, Records Management, Business Administration, Engineering Technology or related field.
• 5+ years of document control or information management experience on major capital projects.
• Experience administering electronic documents management systems across engineering, procurement, construction and handover.
• Knowledge of document lifecycle controls: registration, metadata, revision, workflows, retention, archival.
• Proficiency with OpenText, SharePoint or similar platforms and Excel.

Responsibilities

• Lead implementation of Pacific Link document control standards and workflows.
• Administer the electronic document management system and project repositories.
• Coordinate interfaces among partners, vendors and internal functions.
• Monitor quality and timeliness of documentation; address gaps and risks.
• Maintain document registers, distribution matrices and audit trails.
• Support governance, stage-gate and assurance processes with complete documentation.
• Lead turnover and handover activities for project records.
• Develop and report document control metrics and KPIs.
• Provide guidance and training on document control requirements.
• Collaborate with IT, Project Controls, Engineering and Operations to resolve issues.
• Troubleshoot system issues and coordinate bulk uploads and migrations.
• Promote accountability and continuous improvement in handling sensitive information.

Skills

Document control

Metadata management

Quality assurance

Cross-functional collaboration

Microsoft Excel

Education

Post-secondary in Information Management / Records Management / related field

Tools

OpenText

eDOCS

Microsoft SharePoint

ProjectWise

Omega 365

PIMS

Job description

Trans Mountain Corporation operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 890,000 barrels of petroleum products each day through a dual pipeline system of more than 1,150 kilometres of pipeline in Alberta, British Columbia and Washington state.

Trans Mountain also operates a state-of-the-art loading facility, Westridge Marine Terminal, with three berths providing tidewater access to global markets.

As a federal Crown corporation, Trans Mountain continues to build on more than 70 years of experience delivering operational and safety excellence through our crude oil pipeline system.

With our expanded pipeline system now in place, Trans Mountain provides enhanced direct access for Canadian crude oil to world markets. The expansion realizes a world-class system for oil transport, developed to Canada’s high standards within one of the most stringent regulatory regimes in the world, creating long-term economic benefits, enhanced marine protection, enhanced safety and emergency management capabilities, and enhanced skilled-worker capacity building in communities and Indigenous groups.

Our Core Values

Trans Mountain’s core values – Safety, Integrity, Respect and Excellence – guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities. If you are looking for an opportunity to apply your strengths in an environment that encourages Safety, Integrity, Respect, and Excellence, we invite you to explore this opportunity with us!

Location: Calgary, AB

Department: Pacific Link

Reports to: VP, Technical & Project Services

Worker Type: Contract

Schedule Type: Full-Time

Work Setting: In-office

Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as a Lead, Document Control (Contract). In this position, you will play a key role in leading the day-to-day administration, quality and continuous improvement of document control practices across the project lifecycle. The successful candidate will ensure project, partner, engineering, procurement, construction, commissioning and handover information is complete, accurate, secure, traceable and available to support timely decisions, regulatory compliance and operational readiness.

The role works across Pacific Link functions, project partners, contractors, consultants and service providers to maintain disciplined document governance, consistent workflows and reliable records of project decisions and deliverables.

Key Responsibilities

• Lead the implementation and consistent application of Pacific Link document control standards, procedures, workflows, naming conventions, metadata and quality requirements across the project lifecycle.
• Administer the designated electronic document management system and project repositories, ensuring controlled documents and records are accurately registered, indexed, distributed, revised, retained, archived and readily retrievable.
• Coordinate document interfaces among Pacific Link, Trans Mountain functions, project partners, engineering consultants, contractors, vendors and service providers, including transmittals, reviews, approvals, comments and resubmissions.
• Monitor the quality, completeness and timeliness of project documentation; identify gaps, non-compliance and emerging risks, and coordinate corrective actions with accountable parties.
• Maintain document registers, distribution matrices, workflow status, revision history and audit trails to provide a reliable record of project information, decisions, approvals and commitments.
• Support stage-gate, governance and assurance processes by coordinating required documentation and confirming that materials are complete, current, appropriately approved and available for review.
• Lead document turnover and handover activities, including receipt, validation, reconciliation and loading of engineering, procurement, construction, commissioning and vendor records to support operational readiness.
• Establish and report document control metrics and key performance indicators, analyze trends and recommend practical improvements to workflows, system use, data quality and contractor performance.
• Provide guidance, training and ongoing support to project teams, partners and external service providers on document control requirements, systems, workflows and accountabilities.
• Collaborate with Information Technology, Information Management, Project Controls, Engineering, Supply Chain, Construction, Commissioning, Regulatory and Operations teams to resolve system, access and information-management issues.
• Troubleshoot document control technology and content management issues, coordinate system enhancements and support bulk uploads, migrations and other controlled data activities.
• Promote a culture of accountability, collaboration, confidentiality and continuous improvement while handling commercially sensitive, partner-confidential and project information.

Qualifications And Professional Experience

• Post-secondary education in Information Management, Records Management, Business Administration, Engineering Technology or a related field; an equivalent combination of education and experience will be considered.
• More than 5 years of progressively responsible experience in document control or information management, preferably supporting a major capital project in the energy, pipeline, infrastructure, engineering or construction sector.
• Demonstrated experience administering electronic document management systems and supporting document workflows across engineering, procurement, construction, commissioning and project handover.
• Strong knowledge of document lifecycle controls, including registration, metadata, revision control, review and approval workflows, transmittals, retention, archival, audit trails and final turnover.
• Experience coordinating document requirements and deliverables across owners, project partners, contractors, consultants, vendors and internal functions.
• Working knowledge of project governance, stage-gate, assurance, regulatory compliance and records-management requirements in a complex project environment.
• Proficiency with enterprise content and document management platforms such as OpenText, eDOCS, Microsoft SharePoint or ProjectWise, together with advanced Microsoft Excel skills and bulk electronic upload tools.
• Experience with Omega 365 and PIMS is considered an asset.
• Ability to develop, interpret and communicate document control metrics, status reporting and performance trends.
• Strong analytical, organizational and problem-solving skills, with careful attention to accuracy, detail and follow-through.
• Ability to manage competing priorities, work independently under changing deadlines and maintain consistent controls in a fast-paced project environment.
• Clear and professional written and verbal communication skills, with the ability to guide users and work effectively across varied functions, organizations and levels.
• Certified Document Controller, Certified Records Manager or a comparable information-management credential is considered an asset.

Working Conditions

• May need to provide support outside of regular business hours and/or on the weekend.

At Trans Mountain, we believe in an inclusive, accessible, and barrier free recruitment and selection process for all applicants. If you require an accommodation at any point in the process, please contact us at: [e-mail] or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy.

We Build Careers and Pipelines That Last

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Competitive compensation;
• A place to share a sense of purpose and build relationships;
• Meaningful work that makes a difference;
• An opportunity within the Canadian energy industry.

We value:

• The health, safety and wellness of everyone working in our company;
• Meaningful participation from Indigenous and local communities;
• The commitment and resilience of our people;
• Collaboration and achieving success together.

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain pipeline corridor.

In Alberta, the pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA)

Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.