Document Controller

The Document Controller plays a key role in supporting the architectural team by managing, tracking, and organizing all project documentation related to contract administration. This includes ensuring that submittals, RFIs, site instructions, change orders, meeting minutes, and correspondence are received, reviewed, issued, and archived accurately and efficiently. By supporting the Contract Administrator, they help manage project schedules, review submittals, and ensure that the project is delivered on time, within budget, and to the required quality standards. Strong communication, problem-solving, and organizational skills are essential for this multifaceted role.

This position may be fulfilled by a Document Controller or an Architectural Technologist with experience in contract administration workflows.

• Manage all incoming and outgoing CA documentation, including RFIs, submittals, shop drawings, site instructions, contemplated change notices, change orders, and meeting minutes.
• Log, track, and maintain registers for all CA documentation to ensure completeness, consistency, and version control.
• Prepare, format, and distribute CA documents in accordance with firm standards and client/contract requirements.
• Assist in preparing and reviewing contract documentation. , including project specifications and tender packages.
• Support contract administration by tracking project progress, ensuring compliance with contract terms, timelines, and budgets.
• Coordinate communication between clients, contractors, and the design team to address contract-related issues.
• Assist in the preparation of reports related to project status, site conditions, and progress updates.
• Help process change orders and evaluate their impact on project scope, cost, and schedule.
• Support the issuance and review of shop drawings, material submittals, and other construction and contractual documentation.
• Attend site meetings to assist in monitoring construction progress and ensure adherence to contract specifications.
• Assist in managing project records, including payment requests, invoices, and other contractual paperwork.
• Assist in the production of technical documentation.
• BIM software, such as Revit is an asset.
• Maintain an organized file system for all project drawings and documentation.

• Familiar with contract administration tasks, including preparing and reviewing project specifications, tender documents, and submittals.
• Strong organizational skills to manage multiple tasks, track project timelines, budgets, and scope changes while ensuring compliance with contractual obligations.
• Ability to manage project records, including meeting minutes, reports, and correspondence, and ensure they are in alignment with contract requirements.
• Proficient in reviewing and processing submittals, change orders, and other contractor documentation for approval.
• Understanding of construction contracts, including their impact on design, budgeting, and scheduling.
• Effective at coordinating and communicating with contractors, clients, and team members regarding contract-related matters.
• Working with Part 3 (CA Cloud Portal) is an asset.
• Holds a certificate or diploma in Architectural Technology with at least 1 year of experience in an architectural office is an asset.
• Actively participates in training and professional development to enhance knowledge of software, materials, and construction methods.
• Strong attention to detail in producing accurate, high-quality work that adheres to established standards.
• Proficient in Microsoft Office (Word, Excel, Outlook) for communication and documentation.
• Capable of preparing detailed architectural drawings, specifications, and construction documents.
• Excellent communication skills and a collaborative team player, eager to learn new technologies and methodologies.
• Knowledge of relevant building codes, zoning regulations, and industry standards to ensure project compliance.