Stantec System

Document Control Specialist

US-NY-New York
3 weeks ago
Job ID
# of Openings Remaining
Experience (Years)
Program & Project Management

Your Opportunity

Whatever the distance, wherever the destination—our projects lead you there. Our Transportation group provides comprehensive planning, design, engineering, and PM/CM services for all phases of airport, bridge, rail, roadway, and transit projects. Join our team and help us keep communities connected.


Experience. Creativity. Ingenuity. Stantec’s Transportation team provides a full range of innovative services to facilitate the safe and efficient movement of people and goods through a variety of modes of transportation. We encourage creativity in the design and delivery of projects, and use life cycle assessments to help clients effectively manage their assets.


Our Transportation team is searching for a Document Control Specialist to provide support to our transportation team.  Only local candidates will be considered and must be willing to work in any Metro area office.   

Your Duties

  • Controlling the incoming and outgoing documentation process and maintaining files and project reports.
  • Compile, compose, type, proofread correspondence and various other documents. Will proofread and recommend changes in spelling, grammar, and punctuation for others.
  • Prepare or assists with preparation of standard reports, contracts, and forms.
  • Accumulates, compiles, consolidates, balances, and edits data. Checks document contents for accuracy.
  • Create and edit spreadsheets from drafts and general instructions
  • Assist with certificate of insurance for clientele.
  • Assist with maintaining/managing client database.
  • Responsible for on-site central file system.
    Assist with company functions and employee morale building events.
  • Assist with recordkeeping and maintenance of company vehicles and other assets.
  • Assist with project close-out process and maintenance of archiving on-site and off-site files.
  • Support Accounts Payables process to coordinate and process invoices, check requests, and expenditure reports.

This position will also include document control duties:

  • Provide assistance to project team in all areas with regard to preparation and tracking of memos, meeting minutes and project-related, communications.
  • Lead the routine follow-up on project deadlines and monitoring of all activities to ensure Stantec processes and procedures are followed.
  • Lead the preparation and tracking of standard report deliverables to ensure that the appropriate Stantec revision approval process is completed.
  • Enter Data Sheet updates and/or red lines for various documents.
  • lead the preparation and tracking of vendor drawing package revisions and communications.
  • Control the filing and storage (electronically and hard copies) of project-related documents and communications utilizing the Stantec filing structure.
  • Lead the preparation of site documentation in conformance with Stantec standards, including but not limited to the following:
  • Construction and procurement.
  • Engineering package approvals, orders to proceed, project organization directives, letters of award / regrets.
  • Organize Stantec and/or client-related teleconferences and meetings.
  • Collect, collate, assemble and distribute field reports, data sheets, cost estimates, and procurement documents for project controls, quality control / assurance and construction management.

Your Capabilities and Credentials

  • Five years of administrative,  project-related document controls, DBE compliance, or contract administration experience preferred.  
  • Must demonstrate knowledge of Microsoft office suites (spreadsheets, pivot table and report creation); Access; Adobe Acrobat; and Oracle system a plus.  
  • Experience with Document Controls software such as Aconex is preferred.
  • Must demonstrate a high level of attention to detail in completion of tasks and cross-referencing of information in several documents and logs.
  • Must demonstrate the ability to multi-task and prioritize in a fast-paced environment, and possess flexibility when juggling numerous projects simultaneously in a rapidly changing environment.
  • Must have a strong command of the English language in documentation with excellent communication skills.
  • Must grasp instructions and information rapidly and apply them with little supervision.
  • High school diploma or equivalent with additional professional administrative training. College degree or advanced college level courses a plus.

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Staffing and Recruitment Agencies
Stantec appreciates the interest from the staffing industry, however, unsolicited resumes submitted to Stantec or any Stantec employee without a current and valid staffing agency contract in place with Stantec will not be eligible for any search fees. At this time, Stantec is not welcoming any additional inquiries for agency partnerships.