Document Controller

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Position Summary

The Document Controller is responsible for managing, controlling, and maintaining all project and organizational documents in accordance with established procedures and standards. This role ensures that documentation is accurate, up to date, properly filed, easily traceable, and distributed to the correct stakeholders in a timely manner, supporting efficient project delivery and regulatory compliance.

Key Responsibilities

Document Management & Control

• Establish, implement, and maintain document control procedures, numbering systems, and filing structures.
• Receive, log, track, and distribute incoming and outgoing documents (drawings, specifications, reports, submittals, RFIs, contracts, correspondence, etc.).
• Ensure that only current, approved versions of documents are in circulation and that superseded versions are clearly identified and archived.
• Maintain electronic and physical document registers, ensuring accurate metadata, revision history, and status.
• Manage document transmittals to and from clients, consultants, contractors, vendors, and internal teams.

System Administration

• Operate and administer the Electronic Document Management System / Common Data Environment (e.g., Aconex, SharePoint).
• Set up project folders, permissions, workflows, and templates in line with company and client requirements.
• Support users with access, uploads, downloads, searches, and troubleshooting.
• Conduct periodic audits of the EDMS to ensure data integrity, consistency, and compliance with standards.

Quality, Compliance & Standards

• Ensure adherence to company document control procedures, quality management systems, and client-specific requirements.
• Check documents for completeness, correct format, naming conventions, revision control, and required approvals prior to issue.
• Support ISO or other certification/compliance requirements by maintaining accurate document records and logs.
• Assist in preparing documentation for audits, inspections, and management reviews.

Coordination & Communication

• Coordinate the flow of documents between internal departments and external parties, ensuring timely review and response.
• Monitor and follow up on outstanding reviews, approvals, and actions tied to documents.
• Provide regular reports on document status, overdue items, and key metrics to project management.
• Support project teams with document retrieval, search requests, and information queries.

Archiving & Closeout

• Organize and maintain document archives for active and closed projects in line with retention policies.
• Prepare handover documentation packages for clients, including final approved drawings, manuals, certificates, and records.
• Ensure all as-built and final documents are properly labeled, indexed, and stored for long-term reference.

Required Qualifications

• High school diploma or equivalent; post-secondary education in administration, records management, or related field is an asset.
• Minimum 6 years of experience in document control, records management, or administrative support, preferably in engineering, construction, oil & gas, utilities, or similar project environments.
• Experience working with an electronic document management system or CDE.

Preferred Qualifications

• Prior experience as a Document Controller on large-scale projects or within a PMO/engineering environment.
• Familiarity with industry standards and practices for document control and records management.
• Basic understanding of