Document Coordinator
Employer not yet confirmed · Calgary, AB, Canada · hybrid
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.