Document Controller

Stantec Consulting International Ltd.; Phoenix (AZ); Hybrid; USD 60,000 - 95,000; Full time

Benefits offered by this job

Health, dental, vision plans

Wellness program

Retirement savings plan

Employee stock purchase program

Paid time off

Job summary

Stantec Consulting International Ltd. is seeking an experienced Document Control Specialist to manage the full lifecycle of project documentation.

You will ensure accuracy, governance, and timely distribution across internal teams, clients, and external stakeholders using EDMS platforms like SharePoint and ProjectWise. The role requires strong organizational skills, attention to detail, and the ability to work independently on multiple projects in a hybrid office setting.

Qualifications

• Minimum 5 years of experience in document control within engineering, construction, industrial, or project-based environments
• Proven experience managing large volumes of technical documentation
• Strong understanding of document control processes, standards, and best practices
• Excellent organizational, prioritization, and time-management skills
• High level of accuracy and attention to detail
• Strong written and verbal communication skills
• Ability to work independently and manage multiple projects simultaneously
• Ability to work under pressure and meet deadlines

Responsibilities

• Establish, maintain, and manage document control processes per standards and client requirements
• Control the full document lifecycle from creation to archiving
• Oversee review, approval workflows, and revision control
• Manage transmittals and distribution to internal and external stakeholders
• Support EDMS platforms (SharePoint, ProjectWise, ACC) and ensure secure access
• Format, edit, and proofread project documents
• Coordinate project meetings and RFIs
• Assist with document handover packages at project start-up and close-out
• Maintain registers, metadata, and logs for accuracy and traceability
• Provide training on document control systems and processes

Skills

Document control

Communication

Time management

Attention to detail

Independent worker

Multitasking

Education

Post-secondary education in a related field

Tools

Microsoft Office

Adobe Acrobat Pro

SharePoint

ProjectWise

ACC

Visio

Job description

Key Responsibilities

Document Control & Lifecycle Management

• Establish, maintain, and manage document control processes in accordance with organizational standards and client requirements
• Control the full document lifecycle, including: - Document creation and intake
• Review and approval workflows
• Revision and version control
• Transmittal and distribution
• Final close‑out and archiving
• Ensure only current, approved documents are issued, used, and stored
• Track document status and revisions to prevent use of superseded information
• Maintain accurate, up‑to‑date document registers, metadata, and logs

Transmittals & Document Distribution

• Prepare, issue, and track document transmittals to internal teams, clients, and external stakeholders
• Maintain inbound and outbound transmittal logs and confirmation of receipt
• Ensure traceability of document exchanges and approvals
• Manage deadlines for document submissions, reviews, and client responses

Quality Assurance & Compliance

• Perform quality checks on documentation to ensure: - Correct formatting, numbering, and naming conventions
• Accurate metadata and revision history
• Compliance with project, regulatory, and client standards
• Support audits, quality reviews, and verification activities related to document control
• Ensure compliance with contractual document control requirements
• Identify gaps, inconsistencies, and risks related to document management and recommend corrective actions

Electronic Document Management Systems (EDMS)

• Manage and maintain project documentation within EDMS platforms such as SharePoint, ProjectWise, ACC or similar systems
• Configure document libraries, permissions, workflows, and folder structures as required
• Ensure controlled access to sensitive and confidential information
• Support migration, archiving, and close‑out of project document repositories

Project & Administrative Support

• Support project deliverables by formatting, editing, and proofreading documents
• Coordinate and support project meetings (where requested)
• Manage and track Requests for Information (RFIs) and other project correspondence
• Assist with project start‑up and close‑out activities, including document handover packages
• Act as a PM Framework ambassador and support points related to document controls

Coordination & Stakeholder Support

• Act as a central point of contact for document‑related inquiries
• Liaise with project teams, clients, vendors, and subcontractors regarding document control requirements
• Provide guidance and support to engineers, project managers, and support staff on document control procedures and Stantec standards
• Maintain professional communication with internal and external stakeholders

Continuous Improvement & Training

• Provide training and onboarding support to project teams on document control systems and processes
• Contribute to the development and improvement of document control standards, templates, and procedures
• Identify opportunities to improve efficiency, consistency, and quality within document control activities
• Share best practices and lessons learned across projects

Health, Safety & Responsibility

• Promote and support a culture of safety and compliance within all project activities
• Ensure documentation supports health, safety, environmental, and regulatory requirements where applicable

Required

• Minimum 5 years of experience in document control within engineering, construction, industrial, or project‑based environments
• Proven experience managing large volumes of technical documentation
• Strong understanding of document control processes, standards, and best practices
• Excellent organizational, prioritization, and time‑management skills
• High level of accuracy and attention to detail
• Strong written and verbal communication skills
• Ability to work independently and manage multiple projects simultaneously
• Ability to work under pressure and meet deadlines

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Adobe Acrobat Professional
• Experience with EDMS platforms (e.g., SharePoint, ProjectWise, ACC, others)
• Familiarity with Visio and document workflow tools preferred
• Understanding of the project lifecycle, project management and project services fundamentals

Education

• Post‑secondary education in a related field, or equivalent combination of education and experience
• Experience in a consulting engineering or heavy industrial environment is an asset

Working Conditions

• Primarily office‑based with extended computer use
• Flexible in‑office and remote work arrangement

Additional Information

This job description outlines the core responsibilities and qualifications required for this role. Duties may evolve to meet changing project or organizational requirements.

Pay Transparency

In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part‑time roles will be pro‑rated based on the agreed number of working hours per week.

Benefits Summary

Regular full‑time and part‑time employees (working at least 20 hours per week) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax‑free savings account, life and accidental death & dismemberment (AD&D) insurance, short‑term/long‑term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off.

Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax‑free savings account.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

Primary Location

Primary Location: United States | AZ | Phoenix
Organization: BC-2554 E&R-US Delivery Center
Employee Status: Regular
Business Justification: New Position
Travel: No
Schedule: Full time
Job Posting: 17/07/2026 08:07:10
Req ID: 1006735

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.