Lead, Document Management & Mobilization

Arcadis; Toronto; On-site; CAD 97,000 - 145,000; Full time

Job summary

Arcadis is seeking a Lead, Document Management & Mobilization to join our Canada team. You will lead a document management and mobilization function within Civil Engineering projects, ensuring robust, compliant processes and clear communication across delivery teams.

You will oversee a team of ~10, drive governance, archiving, scanning, and indexing, and collaborate with clients, consultants, and partners to support project mobilization from early stages and ensure successful handover.

Qualifications

• Bachelor’s Degree and/or Diploma in Information Management, Project Management, Business Administration, Engineering, or related discipline.
• Proven experience in document management, document control, project mobilization, or information management within the Civil Engineering sector, ideally Transportation.
• Experience supporting large and complex projects from mobilization through delivery and handover – P3 experience would be desirable.
• Demonstrated ability to lead a team, set priorities, manage workload, support performance, and create effective ways of working for a team of approximately 10 people.
• Strong stakeholder management skills, with the ability to build relationships, influence outcomes, resolve issues, and coordinate effectively with internal and external partners.
• Understanding of governance, reporting rhythms, process implementation, team routines, and project controls interfaces.
• Experienced with multiple EDMS platforms such as SharePoint, Aconex, ProCore, ASite, InEight, or similar systems.
• Available for occasional cross-Canada travel to support project mobilization, team leadership, and client-facing document management activities.

Responsibilities

• Lead all document management and mobilization activities for the project, ensuring robust, compliant, and traceable processes across all phases.
• Oversee the Document Management function and coordinate a team of approximately 10 people to meet project requirements.
• Establish and maintain document management processes including archiving, controlling, retrieving, scanning, imaging, indexing, organizing, and categorizing project records.

Skills

Leadership

Stakeholder management

Project coordination

Communication

Team mentoring

Education

Bachelor’s Degree or Diploma in Information Management or related field

Tools

SharePoint

Aconex

Procore

ASite

InEight

Job description

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 34,000 people, in over 30 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role description

Arcadis is seeking a talented Lead, Document Management & Mobilization to join our team in Canada. As an integral part of our project delivery teams, the successful candidate will utilize their leadership, document management, mobilization, and stakeholder engagement expertise to help the company deliver client success and have the opportunity to work on unique projects with a local focus to make a global difference.

This position will be at the centre of effective document management and project mobilization for Civil Engineering projects, ensuring company and project procedures are implemented with accuracy, consistency, and strong communication across delivery teams. The Lead will support the broader project management set up, helping establish the document management framework, workflows, reporting cadence, and team structure required to support successful project delivery.

Role accountabilities

Lead all document management and mobilization activities for the project. Oversee the Document Management function through to final handover, ensuring robust, compliant, and traceable processes across all phases while operating as an integrated part of the project management team.

In this role, you will lead, coach, and coordinate a document management team of approximately 10 people, setting priorities, managing workload, supporting performance, and ensuring the team works efficiently and consistently against project requirements. You will help create clarity around responsibilities, escalation paths, and day-to‑day ways of working.

You will be responsible for establishing and maintaining document management processes, including archiving, controlling, retrieving, scanning, imaging, indexing, organizing, classifying, sorting, and categorizing project records in line with the project document management system. The role requires a strong understanding of document control fundamentals while also looking beyond a siloed document control function to understand how information management supports project governance, schedule, risk, quality, reporting, and delivery outcomes.

You will play a key role in stakeholder management, working closely with internal project teams, clients, consultants, contractors, and external partners to align expectations, resolve issues, and maintain clear communication on document management requirements and workflows. This includes facilitating practical solutions, communicating status and risks, and ensuring stakeholders understand their responsibilities within the document management process.

As part of your responsibilities, you will support project mobilization by helping establish document management tools, processes, registers, reporting mechanisms, and team routines during the early stages of delivery. You will also support file migrations, audit activities, document issue processes, approvals, quality checks, and regular status reporting to ensure project information remains accurate, accessible, and aligned with established procedures.

Qualifications & Experience

• Bachelor’s Degree and / or Diploma in Information Management, Project Management, Business Administration, Engineering, or a related discipline
• Proven experience in document management, document control, project mobilization, or information management within the Civil Engineering sector, ideally Transportation
• Experience supporting large and complex projects from mobilization through delivery and handover – P3 experience would be desirable
• Demonstrated ability to lead a team, set priorities, manage workload, support performance, and create effective ways of working for a team of approximately 10 people
• Strong stakeholder management skills, with the ability to build relationships, influence outcomes, resolve issues, and coordinate effectively with internal and external partners
• Excellent communication skills, with the ability to present information clearly, manage expectations, escal…
• Understanding of project management set up, including governance, reporting rhythms, process implementation, team routines, and project controls interfaces
• Ability to prioritize daily tasks, manage time well, multitask, troubleshoot, and support multiple deadlines in a fast‑paced project environment
• Detail‑oriented, dependable, and trustworthy when working with complex, sensitive, and high‑volume project information
• Self‑directed and collaborative, with the ability to work independently while remaining closely connected to the wider project management and delivery team
• Experienced with multiple EDMS platforms such as SharePoint, Aconex, ProCore, ASite, InEight, or similar systems
• Available for occasional cross‑Canada travel to support project mobilization, team leadership, and client‑facing document management activities
• Self‑directed and collaborative, with the ability to work independently while remaining closely connected to project leadership, delivery teams, and key stakeholders

Why Arcadis?

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills‑based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non‑discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.

The salary range for this position is $96,800 - $145,200. The base salary represents Arcadis’ hiring range for this position. Actual salaries will vary and will be based on various factors, such as location, skills, experience, and qualification for the role.