Senior Document Controller

Arcadis; Vancouver; On-site; CAD 84,000 - 127,000; Full time

Job summary

Arcadis is seeking a Senior Document Controller to lead the day-to-day ESDC document-control function in a fast-paced construction environment in Vancouver. You will administer Aconex, coordinate RFIs and shop drawings, and maintain live submission registers with minimal supervision.

Responsibilities include reviewing documents for completeness, coordinating multidisciplinary reviews, and providing concise status reports.

Qualifications

• Minimum 15 years of progressive document-control experience.
• Advanced, hands-on Aconex capability including correspondence and registers.
• Experience preparing and managing Comment Response Sheets from multidisciplinary reviews.
• Strong knowledge of RFIs, TQs, shop drawings, ITPs, method statements, and material submissions.
• Experience managing field changes, site instructions, NCRs, IFC documentation, and as-built records.
• Experience tracking technical submissions against short contractual response periods.
• Experience with ProjectWise, SharePoint and Microsoft 365 preferred.
• Excellent attention to detail, written communication, and follow-through.

Responsibilities

• Own day-to-day ESDC document-control function with minimal supervision.
• Administer Aconex and Dalux correspondence, transmittals, and workflows.
• Review incoming docs for completeness, classification, and deadlines.
• Coordinate RFIs, technical queries, shop drawings, ITPs, method statements, and material submissions.
• Maintain live registers for submissions, assign owners, and monitor aging/overdue items.

Skills

Comment Response Sheets

Independent work

Attention to detail

Written communication

Multidisciplinary coordination

Tools

Aconex

ProjectWise

SharePoint

Microsoft 365

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 highly experienced Senior Document Controller to provide dedicated support to the Engineering Services During Construction (ESDC) team. This is not a developmental document-control assignment. The successful candidate must be able to step into the role, understand the immediate priorities, and independently take ownership of the day-to-day document-control function with minimal to no supervision. The position supports a fast-paced construction environment in which RFIs, technical queries, shop drawings, Inspection and Test Plans, method statements, material submissions, site instructions and other contractor deliverables require accurate routing, disciplined tracking and timely formal response. The Senior Document Controller will provide the experienced control and coordination needed to ensure that ESDC reviews are properly received, assigned, consolidated, returned and recorded through the approved project systems.

Role accountabilities:

In this role, you will own the day-to-day ESDC document-control function and provide dependable support to the team with minimal direction from engineering personnel. You will administer Aconex and Dalux correspondence, transmittals, and workflows, ensuring that submissions are received, validated, registered, routed, tracked, formally issued, and closed out in accordance with approved project procedures. You will also review incoming documentation for completeness, correct document classification, contractual submission channel, required reviewers, and applicable response dates.

You will coordinate ESDC reviews for RFIs, technical queries, shop drawings, Inspection and Test Plans, method statements, material submissions, design clarifications, site instructions, non-conformance records, and other construction-related deliverables. Working with reviewers across multiple disciplines, you will prepare Comment Response Sheets from mark‑ups, consolidate and clarify comments, remove duplication, resolve formatting issues, and confirm that response packages are complete before issue. You will apply the approved ESDC review stamp and verify that the response code, comment sheet, stamp, and supporting records are fully aligned.

A key part of your responsibilities will be maintaining accurate, live registers for submissions, RFIs, technical queries, shop drawings, ITPs, material submissions, and other ESDC deliverables. You will record received dates, assigned owners, contractual due dates, response status, Aconex references, and close‑out information while proactively monitoring aging items and escalating overdue or unassigned reviews before response periods are missed. Following technical approval, you will coordinate formal issuance through Aconex and confirm that all transmitted documents and attachments are the approved versions.

You will organize ESDC records across Aconex, ProjectWise, SharePoint, and other approved systems so that current drawings, specifications, reports, review records, and correspondence can be retrieved efficiently. You will maintain a clear distinction between construction‑support records and the design‑team document‑control function, while coordinating interfaces where design input is required. In addition, you will provide practical workflow and system guidance to team members, support onboarding, assist with register use and response preparation, help plan workloads for at least two ESDC document‑control resources, and produce concise status reports highlighting priorities, overdue reviews, upcoming deadlines, routing issues, and matters requiring management attention.

Qualifications & Experience:

• Minimum 15 years of progressive document-control experience, including substantial direct experience on major construction, transportation, heavy-civil, or infrastructure projects
• Advanced, hands‑on Aconex capability, including correspondence, transmittals, document registers, workflows, distributions, and searches
• Demonstrated experience preparing and managing Comment Response Sheets from multidisciplinary review mark‑ups
• Strong working knowledge of construction documentation and review processes, including RFIs, TQs, shop drawings, ITPs, method statements, and material submissions
• Experience managing field changes, site instructions, NCRs, IFC documentation, and as‑built records
• Experience tracking technical submissions against short contractual response periods and coordinating multidisciplinary reviewers
• Working knowledge of ProjectWise, SharePoint, and Microsoft 365 strongly preferred
• Excellent attention to detail, document accuracy, follow‑through, and written communication
• Proven ability to work independently, manage competing priorities, and provide dependable support with minimal to no supervision
• Experience supporting an Engineer of Record or ESDC team strongly preferred, with immediate readiness to perform the role from day one, primarily in an office‑based environment and with flexibility to support urgent submissions outside standard hours when required

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 $84,000 - $127,000. 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.

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