Senior Document Controller - Transit Facilities

Poutrix; Toronto; On-site; CAD 70,000 - 110,000; Full time

Job summary

An established industry player is seeking a Senior Document Controller to spearhead document management for complex architectural and engineering projects. This role demands exceptional leadership and problem-solving skills to ensure efficient workflows and compliance with industry standards. The successful candidate will oversee a multidisciplinary team, enhance document control procedures, and contribute to business development initiatives. This position offers a unique opportunity to make a significant impact in a collaborative work environment, driving the success of large-scale projects while fostering a positive team culture. Join a forward-thinking company committed to sustainability and innovation.

Qualifications

• Minimum 8 years of experience in document control in the AEC industry.
• Expert-level proficiency in EDMS platforms.

Responsibilities

• Lead document control for large-scale projects ensuring compliance.
• Train project teams on document control processes and tools.

Skills

Leadership

Problem-solving

Communication Skills

Analytical Skills

Attention to Detail

Education

Post-secondary degree or diploma

Certificate in Document Management

Tools

SharePoint

Aconex

Procore

Unifier

MS Office Suite

Adobe Acrobat

Bluebeam

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 36,000 people, in over 70 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:

We are looking for a Senior Document Controller to lead and manage document control processes for complex architectural and engineering projects involving large, multidisciplinary teams. This role requires leadership, problem-solving skills, and the ability to collaborate effectively with project teams, clients, and external stakeholders. The successful candidate will also contribute to business development initiatives, expand the Document Control (DC) team, and grow the scope of work within the company.

Role accountabilities:

Lead and oversee the document control function for large-scale, complex projects, ensuring efficient workflow and compliance with industry standards.

• Develop, implement, and continuously improve document management procedures and best practices across projects.
• Serve as the primary subject matter expert for document control, responding to internal and external inquiries.
• Coordinate and train project teams and junior document controllers on document control processes and tools.
• Ensure version control, tracking, and retrieval of project documentation, including drawings, specifications, contracts, reports, and technical documents.
• Manage and optimize Electronic Document Management Systems (EDMS) such as SharePoint, Aconex, Procore, and Unifier.
• Establish and enforce document control workflows, approval processes, and distribution matrices.
• Oversee archiving, retrieval, and disposal of project records while maintaining compliance with company policies.
• Perform quality assurance checks to ensure document accuracy, completeness, and adherence to standards.
• Interface with project managers, consultants, and contractors to facilitate seamless document flow and communication.
• Generate and analyze document control reports, providing insights on project documentation status, compliance, and efficiency.
• Ensure data integrity, security, and confidentiality for all controlled documents.
• Lead document control audits and contribute to continuous improvement initiatives.
• Contribute to business development efforts by identifying new opportunities for expanding document control services and supporting proposal development.
• Grow the Document Control (DC) team by hiring, mentoring, and expanding the scope of work to support company objectives.
• Actively promote a positive work environment with a strong emphasis on collaboration, self-initiative, and proactivity.

Qualifications & Experience:

• Post-secondary degree or diploma, with a Certificate in Document Management or an equivalent qualification preferred.
• Minimum 8 years of experience in document control within the Architecture, Engineering, or Construction industry.
• Previous experience managing document control for large-scale, multidisciplinary engineering or architecture projects from concept to delivery – P3 experience is an asset.
• Expert-level proficiency in EDMS platforms such as SharePoint, Aconex, Procore, and Unifier.
• Extensive experience with document management procedures, including distribution matrices, supplier data management, document numbering, filing, and archiving.
• Strong leadership and mentoring skills, with the ability to train and guide junior document controllers.
• High-level proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and Bluebeam.
• Ability to manage multiple projects simultaneously in a fast-paced, deadline-driven environment.
• Strong analytical, problem-solving, and decision-making skills to proactively resolve document control issues.
• Excellent communication skills (verbal and written) with an ability to liaise effectively with internal and external stakeholders.
• Business development mindset, with a drive to expand the document control function and contribute to company growth.
• Ability to maintain high levels of confidentiality and meticulous attention to detail when handling sensitive project documentation.

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 $$RANGE$$. 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.