Document Control Specialist

Stantec’s Buildings team is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, consultants, sustainability specialists, and technologists are passionate about the power of design. Our collaborative culture and our innovative, sustainable approach to projects help us create buildings that matter to our world. Together, we are enhancing the quality of life globally through design. Join us and design your place with Stantec. Your Opportunity 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 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only current, approved documents are issued, used, and storedTrack document status and revisions to prevent use of superseded informationMaintain accurate, up‑to‑date document registers, metadata, and logs Transmittals & Document Distribution Prepare, issue, and track document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 responses Quality Assurance & Compliance Perform 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 actions Electronic 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 repositories Project & Administrative Support Support 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 controlsFacilitating and monitoring building permit applications Coordination & Stakeholder Support Act 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 stakeholders Continuous Improvement & Training Provide 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 projects Health, Safety & Responsibility Promote and support a culture of safety and compliance within all project activitiesEnsure documentation supports health, safety, environmental, and regulatory requirements where applicable Your Capabilities and Credentials Minimum 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 deadlines Technical Skills Proficiency 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 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 About Stantec Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible. Pay Range Locations in CO, HI, IL, MD & Various CA, NJ, VA Areas-$60,700.00 - $85,000.00 Annually 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) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, 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 family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law). Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law. 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 | HI | Honolulu Organization: 2014 Buildings-US California AID-Honolulu HI Employee Status: Regular Management Level: Individual contributor Business Justification: New Position Travel: No Schedule: Full time Job Posting: 02/10/2026 08:10:46 Req ID: 1008081 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.