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Added 1 min ago
SS
Software engineer
SMC Strategic Solutions Inc
Mississauga, ON
- From $57 CAD / hour
- Full-time
- Hybrid
Coordinate the development, installation, integration and operation of computer-based systems
Added 2 mins ago
FA
Business Analyst
Facility Association
Toronto, ON
- $95,000 to $116,000 CAD / year
- Full-time
At Facility Association, we pride ourselves on being a standout employer in the insurance industry. Our unique business model and size provide unparalleled opportunities, allowing you to…
Added 2 mins ago
W
Senior Analyst, Walmart Services - WMC Systems Administrator
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Mississauga, ON
- Full-time
Administer and maintain Salesforce and internal platforms, ensuring systems are reliable, secure, and aligned with business requirements.
Added 2 mins ago
TC
Manager, Benefits & Pension
Toromont Cat
Concord, ON
- Full-time
…programs are competitive, sustainable, and aligned with Toromont's business and talent…
Added 3 mins ago
VC
Clerical Support Clerk (Office Admin), Integrated Care Team/DTES
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- $26.42 to $28.25 CAD / hour
- Full-time
Demonstrated skill in using a variety of EMR systems, office equipment and computer software programs.
Added 3 mins ago
TS
26-63 Product Leader, Growth (18 Months)
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BC · Various, BC
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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 3 mins ago
AU
Technician, Construction & Maintenance - NW (Westlock)
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Westlock, AB
- Full-time
Installing gas piping systems and performing related duties;
Added 3 mins ago
FB
Talent Acquisition Specialist
fgf brands
Toronto, ON · Greater Toronto Area, ON
- Other
Work closely with T&D Business Partners and Hiring Leaders to drive Best Practices in Talent Acquisition and Recruitment
Added 3 mins ago
IO
Administrative Assistant, Recruitment
Isaac Operations
Remote, Canada
- $60,000 to $65,000 CAD / year
- Full-time
- Remote
…fostering rapid career growth, and sharing the success of the business with the whole…
Added 3 mins ago
S
Business Development Representative - SMB
Solink
Remote, Canada
- $68,500 to $85,000 CAD / year
- Full-time
- Remote
Reports To: Dylan Monsinger, Associate Manager, Business Development
Added 3 mins ago
F
Engineering Manager, AI
Felix
Remote, Canada
- $190,000 to $240,000 CAD / year
- Full-time
- Remote
Our AI team builds applied AI products at Felix – LLM-powered experiences for patients, and the systems behind them that let a small team serve a growing patient base. As an Engineering…
Added 3 mins ago
C
Legal Operations Specialist
Chemtrade
Toronto, ON
- Other
…managing legal documentation and associated document repository systems, and ensuring the efficient operation of department…
Added 3 mins ago
Gameplay Software Engineer - EA SPORTS™ FC
Electronic Arts
Vancouver, BC
Design technical designs for Gameplay systems.
Added 3 mins ago
S
R&D Manager (Ontario)
Solina
Toronto, ON
- Full-time
Utilize internal business systems and reporting tools including Rel8/Salesforce, Power BI, Syspro, and other corporate platforms.
Added 16 mins ago
CO
Manager, Digital Solutions
City of Saint John
Saint John, NB
- Full-time
…information management functions. This role ensures that corporate systems - including major enterprise systems and other business applications - are reliable, secure, and aligned with…
Added 16 mins ago
CO
Director, Health, Safety, & Organizational Resilience
City of Saint John
Saint John, NB
- Full-time
…necessary for sustainable adoption of new policies, practices, systems, and…
Added 16 mins ago
C
Senior Project Manager
Cognizant
Toronto, ON
- Full-time
…and high performing digital identity products that align with business goals integrate with existing systems and improve customer trust and experience while meeting compliance and security…
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
DO
Utilities Technical Clerk
District of Lake Country
Lake Country, BC
- Full-time
…municipal utility services, including water and sanitary sewer systems and solid waste services. The Utilities Technical Clerk responds to customer inquiries, coordinates and maintains…
Added 16 mins ago
KG
Geomatics Engineering Aide
KGS Group
Winnipeg, MB
- Full-time
…multidisciplinary collaboration depending on project requirements and business…
Added 16 mins ago
A
Automation Developer - Winnipeg Satellite Office
AutoCanada
Winnipeg, MB
- $75,000 to $90,000 CAD / year
- Other
As our Automation Developer, you'll lead the work across our automation ecosystem - designing and building new workflows, auditing and modernizing legacy flows, and ensuring the automations…
Added 16 mins ago
F
Learning & Development Specialist, P&C - Fixed-Term
FYidoctors
Calgary, AB
- Full-time
…appropriate solutions that build capabilities/competencies, support business needs and advance our strategic ambition. You will enable the creation, delivery, and sustainment of our…
Added 16 mins ago
B
Managing Director - Cybersecurity & Core Technology Audit
BMO
Toronto, ON · FCP
- Full-time
…emerging technology risks. Proactively build partnerships across business, technology, control, and audit teams to support effective risk management, issue remediation, and sustainable…
Added 16 mins ago
Marketing & GTM Operations Lead (Hybrid)
OpenTable
Toronto, ON
…lifecycle. In this high-leverage role, you will balance strategic systems architecture with hands-on execution, prototyping intelligent automations and translating operational insights into…
Added 16 mins ago
Systems Administrator
Exchange Technology Services Inc.
Winnipeg, MB
Reporting to the Technical Lead, Managed Services, the Systems Administrator is responsible for the administration, support, maintenance, and continual improvement of client and internal…

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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