Document Controller - Major Projects

Stantec; Portland (OR); On-site; USD 72,000 - 105,000; Full time

Benefits offered by this job

Medical

Dental

Vision plans

401(k) plan

Paid family leave

Tuition reimbursement

Vacation 10-20 days

Job summary

Stantec’s Buildings team is seeking a Document Control Specialist to join the Program Management group. The role requires at least 5 years’ experience in document control, excellent communication, and teamwork to support major capital projects. Proficiency with Newforma, Procore/Unifier, and ProjectWise is preferred.

Strong organizational skills and attention to detail are essential. The position supports document management across multiple systems, with responsibilities including status

Qualifications

• Minimum of 5 years in Document Control or similar role.
• Experience with Newforma, Procore, ProjectWise and Unifier.
• Strong communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Ability to work collaboratively and independently.

Responsibilities

• Follow and maintain document control processes, systems and procedures established for the program/project.
• Support and use designated electronic systems to store documents, track communications and manage edits.
• Migrate and assist with migrating documents between required document management systems, interfacing with stakeholders.
• Prepare status reports as required.
• Review documents for accuracy, metadata and compliance with procedures.
• Develop, manage and maintain document control systems.
• Provide support to management and team members ensuring adherence to client standards and procedures.
• File and maintain print and electronic documentation, tracking internal and external distribution.

Skills

Communication skills

Organizational skills

Attention to detail

Team collaboration

Education

Technical degree or equivalent

Tools

Newforma

Procore Unifier

ProjectWise

Job description

Stantec’s Buildings team is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, consultants, sustainability specialists, and technologists are passionate about the power of design. Our collaborative culture and our innovative, sustainable approach to projects help us create buildings that matter to our world.

Together, we are enhancing the quality of life globally through design.

Join us and design your place with Stantec.

Your Opportunity

Stantec is seeking a Document Control Specialist for our Program Management team. The successful candidate will possess at least 5 years’ experience in a document control and support role. This role requires good communication skills and a willingness to work as part of a team to successfully deliver major capital projects.

Your Key Responsibilities

• Follow and maintain document control processes, systems and procedures established for the program/project
• Follow policies, procedures, and processes to support robust document management in accordance with program and organizational objectives.
• Support and use designated electronic systems to store documents, track communications and manage edits.
• Migrate and assist with migrating documents between required document management systems, which includes interfacing with internal and external stakeholders.
• Compile and assemble documents, reports, manuals, and other materials.
• Prepare status reports as required.
• Review submitted documents for accuracy and completeness (metadata) in compliance with document control procedures.
• Review and ensure documents meet production standards.
• Develop, manage and maintain document control systems.
• Attend training as required to ensure effective support of document control processes and systems.
• Provide support to t management and team members ensuring adherence to client standards, Stantec procedures and best practices.
• Scan, photocopy, print, log, distribute, retrieve and file documents.
• File and maintain print and electronic documentation, tracking internal and external distribution.
• Process and track client and vendor documentation.
• Observe record retention procedures and policies.
• Ensure quality procedures are maintained.
• Provide general project and office support as required.

Your Capabilities and Credentials

• Familiarity with and experience using document control software such as Newforma and Procore Unifier and ProjectWise.
• Solid communication and interpersonal skills.
• Good written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to handle multiple priorities and assignments.
• Proficiency in MS Office and Adobe Acrobat.
• Strong interpersonal skills.
• Able to work both collaboratively and independently.
• Must have valid driver's license and clean MVR.

Education and Experience

• Technical degree, diploma, certificate or equivalent in a related field or a comparable combination of education and experience.
• Minimum of 5 years in Document Control or similar role.
• Experience with relevant systems and tools such as Newforma, Procore, ProjectWise and Unifier.

Typical office environment working with computers and remaining sedentary for long periods of time. Field work may include exposure to the elements including inclement weather.

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice. Stantec is a place where the best and brightest come to build on each other’s talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

Pay Range

• Locations in WA, DC & Various CA, MA, VA Areas-$72,200.00 - $104,700.00 Annually

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

• medical
• dental
• vision plans
• wellness program
• health saving accounts
• flexible spending accounts
• 401(k) plan
• employee stock purchase program
• life and accidental death & dismemberment (AD&D) insurance
• short-term/long-term disability plans
• emergency travel benefits
• tuition reimbursement
• professional membership fee coverage
• paid family leave
• ten paid holidays in each calendar year
• vacation between 10 and 20 days per year
• paid sick leave (and if more generous, in accordance with state and local law)
• temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law
• 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

United States | WA | Seattle

Other Locations

United States | OR | Portland

Organization

2014 Buildings-US California AID-Seattle WA

Employee Status

Regular

Business Justification

New Position

Travel

No

Schedule

Full time

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.