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Added 2 mins ago
TS
26-63 Product Leader, Growth (18 Months)
Technical Safety BC
BC · Various, BC
- Full-time
Utilize client, industry, market and internal research and analysis to identify client needs, safety needs, business needs, and market opportunities. Build product ideas and advocate for…
Added 16 mins ago
O(
Curo - Bilingual Property & Casualty Claims Express Advisor
OTIP (Ontario Teachers Insurance Plan)
Waterloo, ON
- Full-time
Contribute to the achievement of the department’s overall satisfaction, audit, and disposition results focusing on the quality and efficiency of the client experience.
Added 16 mins ago
WI
Project Controls Analyst
WSP in Canada
Whitehorse, YT
- Full-time
Diploma or degree in Project Management, Business, Finance, Environmental Management, Engineering, Data Analytics, or a related discipline.
Added 16 mins ago
WI
Project Controls Analyst
WSP in Canada
Vancouver, BC
- Full-time
Diploma or degree in Project Management, Business, Finance, Environmental Management, Engineering, Data Analytics, or a related discipline.
Added 16 mins ago
SD
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- Full-time
Delegate and/or collaborate with Product Owners and Business Analysts on refinement and granular, feature-level story development and execution.
Added 16 mins ago
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WSP in Canada
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- Full-time
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Added 16 mins ago
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Project Controls Analyst
WSP in Canada
Victoria, BC
- Full-time
Diploma or degree in Project Management, Business, Finance, Environmental Management, Engineering, Data Analytics, or a related discipline.
Added 17 mins ago
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Consultant – Museum, Events and Outreach Programme Coordinator
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- Full-time
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Added 32 mins ago
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Groom requirements with client product owner, BA and business teams
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Relationship Manager, Business Banking
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Toronto, ON
- Full-time
Business Development - Build relationships with Centres of Influence (COIs) within the community to generate referrals to CIBC through both in person and digital channels. Connect with both…
Added 32 mins ago
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Data Integrity Lead
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- Full-time
…consistently applied across the account. The role operates as a client‑facing governance and assurance function, providing independent data quality oversight while enabling automation and…
Added 47 mins ago
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Talent Acquisition and Development Specialist - SaaS
YuJa
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- $50,000 to $55,000 CAD / year
- Full-time
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Added 47 mins ago
WI
Project Controls Analyst
WSP in Canada
YT · Yukon Territory, Canada
- Full-time
Diploma or degree in Project Management, Business, Finance, Environmental Management, Engineering, Data Analytics, or a related discipline.
Added 47 mins ago
WI
Project Controls Analyst
WSP in Canada
BC · British Columbia, Canada
- Full-time
Diploma or degree in Project Management, Business, Finance, Environmental Management, Engineering, Data Analytics, or a related discipline.
Added 47 mins ago
WI
Project Controls Analyst
WSP in Canada
Whitehorse, YT
- Full-time
Diploma or degree in Project Management, Business, Finance, Environmental Management, Engineering, Data Analytics, or a related discipline.
Added 47 mins ago
WI
Nuclear Engineer in Training
WSP in Canada
Tiverton, ON
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Added 47 mins ago
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Project Controls Analyst
WSP in Canada
Vancouver, BC
- Full-time
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Added 47 mins ago
WI
Project Controls Analyst
WSP in Canada
Victoria, BC
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Added 47 mins ago
WI
Experienced Estimator
WSP in Canada
Montreal, QC
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Develop detailed cost estimates at various stages of project development, from early concepts through detailed design and tender.
Added 1 hour ago
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Business Development Manager
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Vancouver, BC
- $100,000 to $120,000 CAD / year
- Full-time
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Added 1 hour ago
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Global Operations Coordinator
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…enormous positive impact on people’s lives – and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental…
Added 1 hour ago
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Our client is a fast-growing developer, owner and operator of community solar, distributed generation and energy storage assets in the US. They are hiring a Senior Vice President to lead…
Added 1 hour ago
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Added 1 hour ago
PM
Sales Development Representative
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Toronto, ON
- $60,000 to $100,000 USD / year
- Full-time
Position Overview: As a Business Development Representative at Premium Merchant Funding, you will play a crucial role in supporting small and medium-sized businesses. Your responsibilities…
Added 1 hour ago
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Montréal [Hybrid] - KDB Developer
QUANTEAM - North America (RAINBOW PARTNERS Group)
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Stantec

Document Coordinator

200-325 25th Street SE, Calgary, AB, T2A 7H8, Canada

Full-time

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Job details

Job type: Full-time
Experience: Minimum 3 years’ experience in document coordination related to engineering, construction, industrial or project-based environments.
Working hours: 20 hours per week
Posting language: English
Posted: Oct 28, 2026

Original job description

Your Opportunity

As a Document Coordinator on our Contractor Qualification Team, you will support Stantec's Health, Safety, Security, and Environment (HSSE) function by coordinating contractor qualification systems, compliance activities, and client-required training across multiple North American contractor management platforms. In this role, you will interpret client and platform requirements, organize cross-functional responses, resolve submission issues, monitor compliance status, and ensure accurate, timely, and compliant contractor qualification submissions. This is a great opportunity for a detail-oriented professional who enjoys promoting consistency, visibility, process improvement, and data quality across compliance processes.

Your Key Responsibilities

Administer and maintain contractor qualification records and documentation within the Contractor Qualification Databases (CQDs), including subcontractor trackers, bulletins, memos, contractor licenses, hiring-specific records, contracts, agreements, acknowledgement forms, questionnaires, RAVS (Review and Verification Services), grades, notices, and related compliance documentation.

Manage client-required training requirements and completion tracking within the CQDs, ensuring timely completion and compliance.

Monitor due items, expiries, grades, notices, permissions, rejections, and outstanding actions across assigned contractor qualification platforms.

Obtain required information from internal and external stakeholders to ensure complete and accurate submissions.

Follow up on incomplete, rejected, or deficient submissions and coordinate corrective actions to maintain contractor qualification status.

Interpret client and platform requirements and communicate expectations to stakeholders across HSSE, Sustainability, Risk, Insurance, Cybersecurity, Legal, Finance, Human Resources, and operational teams.

Identify opportunities to improve process consistency, efficiency, visibility, reporting, and data quality across contractor qualification systems.

Escalate complex compliance or qualification issues requiring specialized expertise or cross-functional involvement.

Maintain subcontractor site trackers.

Prepare, coordinate, or support evaluation reports and compliance reviews.

Provide cross-functional coverage during absences, workload peaks, and changing business priorities to ensure continuity of service.

Partner with project managers, field teams, internal document owners, and external stakeholders to gather required information and resolve outstanding qualification items.

Coordinate responses to contractor qualification requests and compliance requirements.

Qualifications

Your Capabilities and Credentials

Strong organizational, coordination, and project management skills.

Exceptional attention to detail and information accuracy.

Demonstrated ability to manage multiple priorities, deadlines, and compliance requirements simultaneously.

Effective written and verbal communication skills with the ability to coordinate across multiple stakeholder groups.

Advanced document control and record management capabilities.

Strong analytical and problem-solving skills with the ability to interpret complex qualification requirements.

Proficiency navigating contractor qualifications, compliance, and training management systems.

Sound judgment when handling sensitive compliance and contractor information.

Continuous improvement mindset with a focus on process efficiency, consistency, and data quality.

Strong stakeholder management and follow-through capabilities.

Education and Experience

Minimum 3 years’ experience in document coordination related to engineering, construction, industrial or project-based environments.

Diploma or degree in business administration, occupational health and safety, risk management, information management, or a related field; or an equivalent combination of education and relevant experience.

Experience administering multiple contractor qualification, prequalification, or compliance management systems.

Experience interpreting client qualification requirements and translating them into actionable deliverables.

Experience coordinating complex questionnaires, training requirements, documentation, corrective actions, and compliance follow-up activities.

Experience working collaboratively with HSSE, ESG, Risk, Insurance, Cybersecurity, Legal, Finance, Human Resources, and operational stakeholders.

Experience resolving incomplete, rejected, or deficient submissions and driving corrective actions to completion.

Training or certification in contractor management, compliance, document control, occupational health and safety, or related disciplines is considered an asset.

Proficiency with Microsoft 365 applications, spreadsheets, document repositories, and web-based contractor management platforms; comfortable using Microsoft Copilot.

Working Conditions

Primarily office-based with extended computer use remaining sedentary for long periods of time.

Flexible in-office and remote work arrangement (hybrid)

Additional Information

This job description outlines the core responsibilities and qualifications required for this role. Duties may evolve to meet changing project or organizational requirements.

At Stantec, we have some of the world’s leading professionals passionate about enabling our business to be its best. Our business teams include finance, procurement, human resources, information technology, marketing, corporate development, HSSE, real estate, legal, and practice services. We bring diverse backgrounds, skills, and expertise and create a caring culture where everyone can thrive. Through teamwork and collaboration, we’re building a stronger, more resilient Stantec every day.

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) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, 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 time off.

Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

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More about this job

Responsibilities

Administer contractor qualification records, training requirements, and compliance status across multiple contractor management platforms, ensuring submissions are accurate and timely. Coordinate with internal and external stakeholders to resolve deficiencies, support compliance reviews, and improve process consistency, reporting, and data quality.

Requirements

Requires at least three years of document coordination experience in engineering, construction, industrial, or project-based environments, along with a diploma or degree in a related field or equivalent experience. Candidates should have experience with contractor qualification systems, interpreting client requirements, coordinating compliance documentation and corrective actions, and using Microsoft 365 and web-based platforms.

Skills

Document Coordination
Document Control
Record Management
Contractor Qualification
Compliance Management
Training Coordination
Stakeholder Management
Project Coordination
Attention to Detail
Data Quality
Process Improvement
Analytical Problem-Solving
Corrective Action Coordination
Microsoft 365
Microsoft Copilot
Communication

Benefits

Health Insurance
Dental Insurance
Vision Insurance
Wellness Program
Health Care Spending Account
Wellness Spending Account
Employee Stock Purchase Program
Group Tax-Free Savings Account
Life Insurance
Accidental Death and Dismemberment Insurance
Short-Term Disability Insurance
Long-Term Disability Insurance
Emergency Travel Benefits
Tuition Reimbursement
Professional Membership Fee Coverage
Paid Time Off

Visa sponsorship

Not detected in the job text

Keywords

Contractor Prequalification
Document Control
Record Management
Compliance Management
HSSE
Sustainability
Risk Management
Insurance
Cybersecurity
Client Requirements
Client-Required Training
Subcontractor Trackers
Contractor Licenses
Contracts and Agreements
Questionnaires
RAVS
Compliance Reviews
Corrective Actions
Data Quality
Process Improvement
Microsoft 365
Microsoft Copilot
Spreadsheets
Document Repositories
Web-Based Platforms

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