Senior Document Controller

Airswift; Calgary; On-site; CAD 90,000 - 120,000; Full time

Job summary

Airswift seeks a Senior Document Control Analyst to advance document control, information management, and records governance within oil & gas owner/operator environments in Calgary. The role blends hands-on control with business analysis, process improvement, and stakeholder advisory to enable reliable information flows.

You will work across engineering, operations and projects to ensure metadata accuracy, lifecycle management, and compliance with standards while guiding teams through changes

Qualifications

• 8+ years in Document Control, Information Management or Records Management.
• Strong foundation in doc control with broader IM/Records Management experience.
• Experience identifying problems, root causes, and improving processes.
• Experienced with procedures, workflows, and work instructions.
• Ability to navigate ambiguity and engage multiple stakeholders.
• Knowledge of EDMS/ECMS platforms and governance standards.

Responsibilities

• Support Document Control, Information Management, and Records Management across operations and projects.
• Maintain integrity, accessibility, quality, and traceability of controlled documents and records.
• Apply standards, governance requirements, and best practices for document management.
• Guide engineering and vendor documentation through lifecycle, metadata, revision control, distribution, and retention.
• Provide guidance on information management requirements to stakeholders.

Skills

Document Control

Information Management

Records Management

Stakeholder Engagement

EDMS/ECMS Knowledge

Metadata & Revision Control

Governance & Compliance

Problem Solving

Communication

Analytical Thinking

Tools

OpenText/Livelink

Documentum

SharePoint

Job description

Position Overview

We are seeking a Senior Document Control Analyst with strong experience across Document Control, Information Management, and Records Management, ideally within oil & gas Owner/Operator environments.

This role goes beyond the execution of traditional document control activities. The successful candidate will work across operational and project teams to identify information and process challenges, assess risks and impacts, clarify requirements, develop practical solutions, and implement sustainable improvements.

The ideal candidate combines a strong foundation in document control with business analysis, process improvement, governance, stakeholder engagement, and advisory capabilities. They should be comfortable working through ambiguity, engaging with multiple teams and stakeholders, and balancing compliance requirements with operational and end-user needs.

Key Responsibilities

Document, Information & Records Management

• Support Document Control, Information Management, and Records Management activities across operational and project environments.
• Maintain the integrity, accessibility, quality, and traceability of controlled documentation and records.
• Apply document and records management standards, procedures, governance requirements, and best practices.
• Support engineering and vendor documentation throughout its lifecycle, including metadata, revision control, distribution, records retention, and final records.
• Provide guidance to internal stakeholders and external parties on document and information management requirements.

Process Improvement & Business Analysis

• Identify recurring document, information, records, and business-process challenges and determine underlying root causes.
• Review existing processes and workflows to identify gaps, risks, inefficiencies, and opportunities for improvement.
• Gather and clarify business and end-user requirements through collaboration with stakeholders.
• Assess the operational, compliance, information, and end-user impacts of proposed changes.
• Develop and evaluate practical solution options rather than relying solely on existing or historical processes.
• Define, document, and improve processes, procedures, requirements, workflows, and work instructions.
• Implement right-sized, sustainable improvements that balance governance and compliance with business needs.
• Support continuous improvement initiatives across Document Control and related information-management functions.

Advisory & Stakeholder Engagement

• Act as a knowledgeable Document Control and Information Management resource for stakeholders across the business.
• Work collaboratively with engineering, operations, projects, information management, records management, contractors, and other business groups.
• Facilitate conversations to understand different stakeholder requirements, challenges, and priorities.
• Provide practical recommendations and support stakeholders through process or system changes.
• Influence outcomes and promote consistent adoption of standards and improved ways of working.
• Exercise sound professional judgment when requirements or processes are unclear.
• Independently progress issues where appropriate while recognizing when consultation, alignment, or escalation is required.
• Provide training, coaching, and guidance on processes, systems, standards, and requirements as needed.

Required Experience & Qualifications

• Approximately 8+ years of progressive experience within Document Control, Information Management, Records Management, Asset Information, or a closely related discipline. Candidates with less traditional tenure may also be considered where they demonstrate strong breadth and senior-level capability.
• Strong Document Control foundation combined with broader experience in Information Management and/or Records Management.
• Demonstrated experience identifying problems, assessing root causes, developing solutions, and improving processes.
• Experience developing or improving procedures, standards, workflows, requirements, or work instructions.
• Demonstrated ability to work through ambiguity and situations where requirements or processes are not fully defined.
• Strong stakeholder engagement skills, with experience working across multiple functions, disciplines, departments, contractors, or business groups.
• Experience providing guidance, recommendations, training, coaching, or advisory support to stakeholders.
• Strong knowledge of engineering and technical documentation and associated document lifecycles.
• Experience with document or enterprise content management systems such as OpenText/Livelink, Documentum, SharePoint, or comparable EDMS/ECMS platforms.
• Strong understanding of metadata, revision control, document governance, quality assurance, traceability, and controlled records.
• Strong analytical, organizational, communication, and problem-solving skills.

Highly Preferred Experience

• Experience working directly within an oil & gas Owner/Operator environment.
• Experience supporting ongoing operational or asset information activities, rather than exclusively supporting individual capital projects or EPC execution.
• Exposure to multiple Owner/Operator organizations or different operating environments is considered a strong asset.
• Experience interacting with EPC/EPCM organizations, engineering contractors, vendors, and other external stakeholders from the Owner/Operator side.
• Experience working across the intersection of Document Control, Information Management, Records Management, and Asset Information Management.
• Business analysis experience, particularly:
• root-cause analysis
• requirements gathering and definition
• process mapping and improvement
• gap analysis
• risk and impact assessment
• solution evaluation
• change implementation
• Experience leading, mentoring, coaching, or providing functional direction to Document Control or Information Management personnel is an asset.
• Experience implementing or improving EDMS/ECMS functionality, document workflows, governance frameworks, or information-management processes.

What Success Looks Like

The successful candidate will not simply execute established Document Control processes.

They will be able to recognize when a process is not working, understand why, engage the right people, assess risks and business impacts, develop practical options, and help implement an appropriate solution.

They will be comfortable moving between hands-on Document Control knowledge and broader conversations around information governance, records management, operational requirements, process improvement, systems, and end-user needs.