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. 

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.