Document Control Specialist
Stantec · Honolulu
Your Opportunity
The Document Controller is responsible for the effective management, control, and distribution of project documentation throughout the full project lifecycle. This role ensures that all project documents are accurate, current, compliant, and accessible to authorized stakeholders, while adhering to internal standards and client‑specific requirements.
Working closely with Project Managers, Engineers, Project Services, and external clients, the Document Controller plays a critical role in supporting successful project delivery by maintaining document integrity, supporting information flow, and reducing project risk. This role requires strong attention to detail, excellent organizational skills, the ability to manage multiple priorities, and a solid understanding of document control practices within a project‑based environment.
If you are the type of person who is invigorated by opportunities presented through change and collaboration with others, we would love to meet you!
Key Responsibilities
Document Control & Lifecycle Management
- Establish, maintain, and manage document control processes in accordance with organizational standards and client requirements
- Control the full document lifecycle, including: - Document creation and intake
- Review and approval workflows
- Revision and version control
- Transmittal and distribution
- Final close‑out and archiving
- Ensure only current, approved documents are issued, used, and stored
- Track document status and revisions to prevent use of superseded information
- Maintain accurate, up‑to‑date document registers, metadata, and logs
Transmittals & Document Distribution
- Prepare, issue, and track document transmittals to internal teams, clients, and external stakeholders
- Maintain inbound and outbound transmittal logs and confirmation of receipt
- Ensure traceability of document exchanges and approvals
- Manage deadlines for document submissions, reviews, and client responses
Quality Assurance & Compliance
- Perform quality checks on documentation to ensure: - Correct formatting, numbering, and naming conventions
- Accurate metadata and revision history
- Compliance with project, regulatory, and client standards
- Support audits, quality reviews, and verification activities related to document control
- Ensure compliance with contractual document control requirements
- Identify gaps, inconsistencies, and risks related to document management and recommend corrective actions
Electronic Document Management Systems (EDMS)
- Manage and maintain project documentation within EDMS platforms such as SharePoint, ProjectWise, ACC or similar systems
- Configure document libraries, permissions, workflows, and folder structures as required
- Ensure controlled access to sensitive and confidential information
- Support migration, archiving, and close‑out of project document repositories
Project & Administrative Support
- Support project deliverables by formatting, editing, and proofreading documents
- Coordinate and support project meetings (where requested)
- Manage and track Requests for Information (RFIs) and other project correspondence
- Assist with project start‑up and close‑out activities, including document handover packages
- Act as a PM Framework ambassador and support points related to document controls
- Facilitating and monitoring building permit applications
Coordination & Stakeholder Support
- Act as a central point of contact for document‑related inquiries
- Liaise with project teams, clients, vendors, and subcontractors regarding document control requirements
- Provide guidance and support to engineers, project managers, and support staff on document control procedures and Stantec standards
- Maintain professional communication with internal and external stakeholders
Continuous Improvement & Training
- Provide training and onboarding support to project teams on document control systems and processes
- Contribute to the development and improvement of document control standards, templates, and procedures
- Identify opportunities to improve efficiency, consistency, and quality within document control activities
- Share best practices and lessons learned across projects
Health, Safety & Responsibility
- Promote and support a culture of safety and compliance within all project activities
- Ensure documentation supports health, safety, environmental, and regulatory requirements where applicable
Stantec’s Buildings team is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, consultants, sustainability specialists, and technologists are passionate about the power of design. Our collaborative culture and our innovative, sustainable approach to projects help us create buildings that matter to our world.
Together, we are enhancing the quality of life globally through design.
Join us and design your place with Stantec.