Senior Document Controls Manager

We are strategizing, planning, and implementing projects that help clients achieve their organization’s objectives. Join our award-winning program management team and bring transformational project solutions to life.

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.

Your Opportunity

Stantec is seeking a Senior Document Controls Manager to join our growing team! The successful candidate will thrive in a fast-paced collaborative environment where you can apply your passion for customer service, attention to detail and an overall desire to support people.  You will be responsible for providing support to Programs; including Program Team members, Construction Team members and is part of the Program Management and Construction Management (PMCM) Controls Team.

The Senior Document Controls Manager develops and maintains document and record control operations, policies, processes, and procedures for the secure management and access of program information assets.  You will establish security protocols for the access, storage, backup, maintenance, reproduction, protection, and disposition of all documents. Being well-organized, embracing change, and promoting continuous improvement are vital for this role.

We put people first. As an individual trusted with confidential information and matters, you will interface directly with our people and our clients, and the expectation is that you will uphold our values of inclusion, integrity, and professionalism.

Your Key Responsibilities

• Establish Quality Assurance through the development and maintenance of efficient and effective procedures and standards for document control, including document development, approval, distribution, amendment, revision history, and audits.
• Ensure effective Quality Control methods (e.g. – review and accept or approve) are implemented.
• Research and collaborate on solutions and embrace innovation and creativity as part of the role.
• Support the workflow and delivery of required documents for a capital Program, overseeing the flow and management of documents from the Program team and other sources.
• Manage interfaces with all parties involved with the Program’s EDMS, ensuring the workflows and distribution matrices are managed for accurate, fast, and efficient information sharing. Identify and mitigate obstacles as necessary.
• Establish and maintain good relationships with Program staff, Owner, and subcontractors/ suppliers. Strong interpersonal and communication skills, both written and verbal and a professional demeanor are required. Acts as a liaison with the various entities associated with the program.
• Maintains and manages the project Electronic Data Management System (EDMS) and ancillary systems for the record and retention of the project documents.
• Manage timely submission of RFls, Submittals, Change Orders, claims internally and externally. Maintains associated logs, as well as distribution and follow up to maintain schedule of submission/re submission.
• Manages metadata parameters ensuring all files are appropriately named, distributed, and meet project requirements related to OCR.
• This individual will be responsible for managing, training and mentoring document control specialists, including those assigned to different client programs.
• Trains team members in processes and document control software as necessary.