OPEN: Document Controller

We are currently requesting resumes for the following position:  Document Controller

Resume Due Date: Monday, August 18, 2025 (5:00PM EST)

Job ID: 25-140

Number of Vacancies: 1

Level:  MP2

Duration:  36 Months

Hours of work:  35 Hours per week

Location:  Temp – 889 Brock Road, Pickering, Base – CHQ on rotating schedule

Work Mode: 100% onsite

Job Overview

The Stakeholder Review & Document Coordination Specialist will play a key role in supporting the TG Project by coordinating our client’s stakeholder reviews of critical project documents, facilitating communication between internal and external teams, and maintaining organized document management systems. This position requires strong organizational and interpersonal skills, experience with document control, and a proactive approach to stakeholder engagement.

Key Responsibilities

Coordinate Stakeholder Reviews:

• Organize and manage the review process for TG Project documents, including Construction Work Packages (CWPs), engineered drawings, project plans, and related materials.

Schedule & Facilitate Meetings:

• Arrange and coordinate roundtable review meetings between our client’s stakeholders and vendor partners. Prepare agendas and ensure all relevant documentation is distributed in advance.

Distribution List Management:

• Prepare, update, and maintain accurate distribution lists for our client’s stakeholder document reviews, ensuring all relevant parties are included.

Document Repository Management:

• Develop and maintain a SharePoint site or similar document repository for TG Project documents, ensuring all files are organized, current, and accessible to authorized users.

Track Document Acceptance:

• Provide oversight and tracking of our client’s stakeholder final acceptance of vendor documents using VenDM (Vendor Document Management) or equivalent systems. Ensure all approvals are properly recorded.

Liaison & Communication:

• Serve as the primary point of contact for stakeholder queries regarding document reviews, timelines, and status updates. Proactively communicate with both internal teams and vendor partners.

Continuous Improvement:

• Identify opportunities to streamline review and coordination processes for greater efficiency and clarity.

Qualifications

• Experience in document control, stakeholder coordination, or project administration (preferably in engineering, construction, or large-scale projects.
• Proficient with Microsoft SharePoint and document management systems.
• Excellent organizational, communication, and interpersonal skills.
• Strong attention to detail and ability to manage multiple priorities.
• Experience scheduling and facilitating meetings with diverse stakeholder groups.
• Familiarity with VenDM or similar vendor document management systems (an asset).
• Ability to work independently and proactively in a fast-paced environment.

Our client is dedicated to promoting employment equity and encourages applications from equity-seeking communities including but not limited to: Indigenous Peoples, racialized individuals, persons with disabilities, and women. Our client aims to build a diverse team that reflects the communities it serves, enhancing its ability to meet their needs. We are committed to an inclusive and accessible work environment and invites all qualified individuals to apply, offering accommodations during the application, interview and onboarding process as needed. This effort supports our client’s long-term strategy for equity, diversity, and inclusion.