Document Controller

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 ResponsibilitiesDocument Control & Lifecycle ManagementEstablish, maintain, and manage document control processes in accordance with organizational standards and client requirementsControl the full document lifecycle, including: - Document creation and intakeReview and approval workflowsRevision and version controlTransmittal and distributionFinal close‑out and archivingEnsure only current, approved documents are issued, used, and storedTrack document status and revisions to prevent use of superseded informationMaintain accurate, up‑to‑date document registers, metadata, and logsTransmittals & Document DistributionPrepare, issue, and track document transmittals to internal teams, clients, and external stakeholdersMaintain inbound and outbound transmittal logs and confirmation of receiptEnsure traceability of document exchanges and approvalsManage deadlines for document submissions, reviews, and client responsesQuality Assurance & CompliancePerform quality checks on documentation to ensure: - Correct formatting, numbering, and naming conventionsAccurate metadata and revision historyCompliance with project, regulatory, and client standardsSupport audits, quality reviews, and verification activities related to document controlEnsure compliance with contractual document control requirementsIdentify gaps, inconsistencies, and risks related to document management and recommend corrective actionsElectronic Document Management Systems (EDMS)Manage and maintain project documentation within EDMS platforms such as SharePoint, ProjectWise, ACC or similar systemsConfigure document libraries, permissions, workflows, and folder structures as requiredEnsure controlled access to sensitive and confidential informationSupport migration, archiving, and close‑out of project document repositoriesProject & Administrative SupportSupport project deliverables by formatting, editing, and proofreading documentsCoordinate and support project meetings (where requested)Manage and track Requests for Information (RFIs) and other project correspondenceAssist with project start‑up and close‑out activities, including document handover packagesAct as a PM Framework ambassador and support points related to document controlsCoordination & Stakeholder SupportAct as a central point of contact for document‑related inquiriesLiaise with project teams, clients, vendors, and subcontractors regarding document control requirementsProvide guidance and support to engineers, project managers, and support staff on document control procedures and Stantec standardsMaintain professional communication with internal and external stakeholdersContinuous Improvement & TrainingProvide training and onboarding support to project teams on document control systems and processesContribute to the development and improvement of document control standards, templates, and proceduresIdentify opportunities to improve efficiency, consistency, and quality within document control activitiesShare best practices and lessons learned across projectsHealth, Safety & ResponsibilityPromote and support a culture of safety and compliance within all project activitiesEnsure documentation supports health, safety, environmental, and regulatory requirements where applicableRequiredMinimum 5 years of experience in document control within engineering, construction, industrial, or project‑based environmentsProven experience managing large volumes of technical documentationStrong understanding of document control processes, standards, and best practicesExcellent organizational, prioritization, and time‑management skillsHigh level of accuracy and attention to detailStrong written and verbal communication skillsAbility to work independently and manage multiple projects simultaneouslyAbility to work under pressure and meet deadlinesTechnical SkillsProficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)Adobe Acrobat ProfessionalExperience with EDMS platforms (e.g., SharePoint, ProjectWise, ACC, others)Familiarity with Visio and document workflow tools preferredUnderstanding of the project lifecycle, project management and project services fundamentalsEducationPost‑secondary education in a related field, or equivalent combination of education and experienceExperience in a consulting engineering or heavy industrial environment is an assetWorking ConditionsPrimarily office‑based with extended computer useFlexible in‑office and remote work arrangementAdditional InformationThis 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: United States | AZ | PhoenixOrganization: BC-2554 E&R-US Delivery CenterEmployee Status: RegularBusiness Justification: New PositionTravel: NoSchedule: Full timeJob Posting: 17/07/2026 08:07:10Req ID: 1006735Stantec 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.