Document Control Technician

The buildings that make up the landscape of our daily lives seem like permanent fixtures, fastened to a time and place. But what if that didn't have to be true? What if our built environment - where we live, learn, play, and conduct business - carried us forward instead?
Our Buildings practice keeps people at its heart, recognizing that our shared journey forward is shaped by the meaningful and responsive places we design. From iconic designs to monumental groundbreakings, join us to bring transformational building solutions to life. Every day we apply our expertise, creativity, and passion to propel communities into the future-join us!
Your Opportunity
The Document Control Technician works with the Project Managers and internal or external team members to ensure that Stantec is recording and processing both Submittals and RFIs in an accurate and timely manner.
Your Key Responsibilities

• Verify that the proper turnaround time setting and Submittal and RFI numbering setting has been appropriately set for that project after notification has been received from the Project Manager
• Verify the project distribution team has been set up and all team members have access to the Newforma Info Exchange site in order to be able to download the response.
• Identify incoming notification as Submittals or RFIs, allowing those file transfers to be logged and tracked in Newforma
• Initiate and track changes for Submittals and RFIs
• Communicate to external team members the Stantec Submittal/RFI process and work with them to be able to process and return Submittals and RFIs quickly and efficiently; train on external team members' web sites or tracking software, if necessary
• Provide training on the Submittal/RFI process and software to all employees
• Provide information from Newforma, to maintain consistency throughout the Stantec offices
• Continually work with internal and external team members to ensure all Submittals and RFIs are received and processed quickly and accurately throughout the life of the project and according to any pertinent project instructions
• Assist and work with the project manager and team with the Submittal/RFI process set-up: maintain communication with external team members to create an efficient workflow
• Update and maintain Stantec's Submittal/RFI process standards; communicate updates to all employees.
• Assist the Records Manager with historical submittal records and other records; provide back-up coverage
• Assist the Project Coordinators with QA/QC redline scanning of project documents and drawings
• Ensure participation in using Stantec's corporate brand identity program to convey a consistent message in all internal and external written, graphic/visual and verbal communication
• Participate in relevant professional development annually to build personal knowledge and professional growth (ex. participate in educational opportunities; read professional publications; maintain personal networks; actively participate in professional organizations)

Your Capabilities and Credentials

• Possess experience and high degree of proficiency using the following:
• Microsoft Office software applications: Word, Excel, Outlook and SharePoint
• Adobe Acrobat/Reader
• Newforma Project Center Software (a plus)
• Demonstrates the ability to learn new applications, procedures and processes quickly
• Possess good computer/Internet skills; feels comfortable navigating the Internet to various external websites
• Communicates in a clear, concise and professional manner; demonstrates strong written, oral and presentation skills with the ability to train individuals on technical applications
• Demonstrates strong listening skills including giving respectful, full attention to people, taking time to understand the points being made and asking questions as appropriate
• Exhibits strong interpersonal and customer service skills, both in person and on the phone; able to communicate and confidently interact with clients, vendors, management and inter-discipline co-workers
• Displays a good-natured, cooperative attitude with the ability to communicate with all levels of staff; works well independently or on a team across all functions and levels throughout Stantec with minimal supervision.
• Conforms to a high degree of professional standards of conduct by being honest, ethical and maintaining discretion and a high level of confidentiality
• Demonstrates effective organizational and time management skills: fulfills obligations and commitments in a quality and timely fashion; able to manage multiple priorities concurrently; conforms to company policies
• Shows initiative and a willingness to engage in tasks and challenges beyond stated responsibilities; is eager to learn new things/tasks
• Adapts to various competing demands; demonstrates the highest level of client service and response
• Demonstrates initiative, self-discipline, a positive attitude and strong work ethic with attention given to detail; takes pride and ownership of work; creatively develops ways in getting things done
• Maintains a positive, self-motivated, can-do attitude; is adaptable and flexible
• Demonstrates consistency in availability in regard to hours of operation; is reliable, responsible, punctual and dependable.

Education and Experience
High School Diploma or equivalent (preferred)
Typical office environment includes working with computers and working at a desk for extended periods of time.
This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.
Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.