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Document Control Specialist

3 weeks ago

Burnaby, Canada Stantec Full time

Document Control Specialist - ( 2300003D )

**Description**

We’re in the business of limitless potential. From iconic designs to monumental ground breakings, we believe the best solutions are the product of diverse perspectives.

By managing capital programs and projects as if they were our own, our project management business, and technical experts work with clients to strategize, plan, and implement projects that help them achieve their organization’s objectives. Our award-winning team has managed thousands of projects across all sectors — hospitals, airports, and entire university campuses; infrastructure like mass transit and water-treatment facilities; and energy and resource assignments, from mines to wind farms.

Join an award-winning team of program and project management specialists that are passionate to bring transformational project solutions to life.

**Your Opportunity**

Stantec is currently looking for a document control specialist to be part of our team on a permanent full-time position. Reporting to the program controls manager, the document control specialist will support the program director and project managers/leads with document control responsibilities. The document control specialist is responsible for organizing and maintaining the various projects’ Submittals, Requests for Information (RFI), Safety Reports, Quality Reports, Field Reports, and Correspondence through Project Management Information System (PMIS). The document control specialist must demonstrate an aptitude for efficiency, problem solving, and resourcefulness with a deep commitment to the Program goals.

**Your Key Responsibilities**
- Implements document management policies and procedures in line with Program guidelines.
- Control all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
- Ensure the Program Team has access to the correct documentation and conduct regular audits to ensure compliance.
- Prepare, operate, and update Document Control Procedures in line with the Program Document Management System.
- Ensure proper document control support is given to each project.
- Produce and maintain Document Status Reports for Submittal, Supervening Event, RFI, NCR, Correspondence, Safety Reports, Quality Reports, Field Reports, etc. to project managers / project leads.
- Timely distribution of latest revision of documentation to all appropriate users based on Document Distribution Matrix and ensure that the obsolete documentation is superseded.
- Ensure all documentation provided is as per Program quality formatting requirements and naming and numbering conventions. Formatting may include correcting templates, fonts and style, pagination and numbering and other activities that may be required to achieve Program’s documentation requirements.
- Coordinates with project managers/ project leads to ensure all document management systems and tools are deployed and maintained.
- Develop and implement detailed work instructions to support the consultants and contractor to implement the approved procedures and supervise/guide their day-to-day document control activities.
- Identifies document control issues and recommend further improvements.
- Maintains the hard-copy filing system and ensures that electronic copies of all documentation are stored in the designated document management system.
- Assist to standardize and maintain information metadata in PMIS and ensures all consultant/contractor staff are following the process.
- Maintain standards of documentation such as consistency with style guides, spelling, and grammar, ensuring that required signatures are received and work with document originators to ensure accuracy and to resolve discrepancies
- Maintains a working knowledge of the corporate systems and the Freedom of Information and Protection of Privacy Act.
- Provide document and records control training as required for new employees specific to the demands of the project
- Tracks, researches, collates, and prepares documents in response to legal challenges, audits and reviews, and Freedom of Information requests.
- Administers and controls the lifecycle management and disposition of all projects recorded information.
- Maintains a current awareness of document handling techniques and adheres to the Document Control Requirements.
- Maintain an archive for all filed documentation to ensure fast retrieval of documents.
- Perform clerical typing or proof-reading duties to generate quality documents as necessary.
- Adhoc duties as required to assist the project team.

**Qualifications**

**Your Capabilities and Credentials**
- Excellent communications (verbal and written), interpersonal and customer service skills are required.
- Good working knowledge of standard office practices, procedures, and equipment. Thorough knowledge of business English, spelling, punctuation, and arithmetic.
- Experience with document controls software (Such as ProjectWise,