Document Controller at Stantec

Chandler, Arizona, United States -

Full Time

Start Date

Immediate

Expiry Date

16 Oct, 26

Salary

0.0

Posted On

18 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Document Control, EDMS Management, Version Control, Transmittal Tracking, Quality Assurance, Compliance Auditing, SharePoint, ProjectWise, Autodesk Construction Cloud, Microsoft Office, Adobe Acrobat Professional, Technical Documentation, Stakeholder Coordination, Project Lifecycle Management, RFI Tracking, Archiving

Industry

Industrial Machinery Manufacturing

Description

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only current, approved documents are issued, used, and stored * Track document status and revisions to prevent use of superseded information * Maintain accurate, up‑to‑date document registers, metadata, and logs Transmittals & Document Distribution * Prepare, issue, and track document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 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. 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.

Responsibilities

Manage the full lifecycle of project documentation, ensuring accuracy, compliance, and accessibility for all stakeholders. Coordinate document transmittals, maintain EDMS platforms, and support project delivery through rigorous quality checks and administrative support.