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Document Coordinator

StantecCalgary🇨🇦Canada

Quick overview

SeniorityMid Senior
Employment typeFull Time
Work modeHybrid
LocationCalgary, Canada
Stakeholder ManagementMicrosoft OfficeComplianceContinuous ImprovementProcess ImprovementRisk ManagementGenerative AIProject Management

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.

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.

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