Document Coordinator

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.