At Stantec, we know the work we do matters. From decarbonizing mines to modernizing electric grids and building the infrastructure that fuels communities, we're powering the world. Our clients come to us with their biggest, most complex challenges because that's where we thrive. And we're looking for problem solvers, high achievers, and visionaries to help us.
Join us for a chance to grow professionally at one of the world's top design firms while building our clean energy future.
The Document Controller is responsible for the effective management, control, and distribution of project documentation throughout the full project lifecycle. This role ensures that all project documents are accurate, current, compliant, and accessible to authorized stakeholders, while adhering to internal standards and client-specific requirements.
Working closely with Project Managers, Engineers, Project Services, and external clients, the Document Controller plays a critical role in supporting successful project delivery by maintaining document integrity, supporting information flow, and reducing project risk. This role requires strong attention to detail, excellent organizational skills, the ability to manage multiple priorities, and a solid understanding of document control practices within a project-based environment.
If you are the type of person who is invigorated by opportunities presented through change and collaboration with others, we would love to meet you!
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Track document status and revisions to prevent use of superseded information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.
#EnergyAcceleration
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: United States | AZ | Phoenix
Organization: BC-2554 E&R-US Delivery Center
Employee Status: Regular
Management Level: Individual contributor
Business Justification: New Position
Travel: No
Schedule: Full time
Job Posting: 11/08/2026 03:08:25
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.
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