Document Controller

Role Details

• Location: Edmonton, AB
• Work arrangement: Office-based, hybrid and project/site-based work as assigned, supporting corporate functions, Major Projects and recurring revenue operations.
• Employment type: Full-time, permanent.
• Schedule: Monday to Friday, 8:00AM to 4:30PM
• Travel: Travel to project sites may be required based on assignment needs. 

The Opportunity

Forbes Bros is seeking a Document Controller to join our Shared Services team within Technical Services, supporting corporate functions, Major Projects and recurring revenue operations. Reporting to the Document Control Manager, this role is responsible for administering controlled project and corporate documentation, maintaining document management systems, coordinating review and approval workflows, and supporting the consistent application of document control standards across the organization.

In addition to day-to-day project documentation, the Document Controller will contribute to the ongoing development and implementation of our corporate Document Management System (DMS), including procedures, templates, user guidance, training and process improvements.

This is an excellent opportunity for a detail-oriented document control professional who enjoys working across multiple projects and departments, building relationships with stakeholders and contributing to the development of consistent document management practices within a growing organization.

Key Elements of the Role

• Establish and maintain document registers, folder structures, libraries, distribution lists, workflows and controlled mailboxes in accordance with approved corporate and project requirements.
• Receive, register, classify, process and maintain controlled documents and records, ensuring accurate document identification, numbering, metadata, revision histories, approval status and filing.
• Coordinate document review and approval workflows, track outstanding actions and deadlines, follow up on overdue responses, and prepare transmittals and controlled document distributions to authorized recipients.
• Coordinate documentation requirements with project management, engineering, construction, quality teams, clients, subcontractors and suppliers, ensuring accurate and timely document exchanges throughout the project lifecycle.
• Maintain current approved documentation, manage superseded and obsolete records in accordance with established controls, and ensure records are retained in approved repositories with appropriate access and traceability.
• Maintain turnover registers, compile project handover packages, verify documentation completeness, follow up on outstanding records and coordinate final document handover and archiving.
• Assist the Document Control Manager with developing, updating and implementing document control procedures, templates, guidelines, registers and training materials. Support approved system improvements, workflow testing and automation initiatives.
• Deliver routine onboarding, refresher training and day-to-day guidance to project and corporate personnel on established document control processes, systems, document submission requirements and revision management.
• Conduct routine checks of document registers and repositories for accuracy, completeness and compliance with established processes. Support internal and external audits by retrieving controlled records, preparing documentation and completing assigned corrective actions.
• Maintain accurate documentation status information, training records and action logs. Communicate outstanding requirements, recurring issues and competing priorities to the Document Control Manager.

What You’ll Bring

• Diploma or degree in Document Management, Construction Management, Engineering Technology or a related discipline.
• Three to five years of experience in document control or document management, preferably within construction, utilities or infrastructure. Experience supporting transmission or linear infrastructure projects is considered an asset.
• Working knowledge of document lifecycle management, document numbering, revision control, review and approval workflows, quality records and project turnover requirements.
• Strong proficiency in Microsoft Office applications, particularly Excel, Word and Outlook.
• Practical experience with SharePoint or comparable document management and project platforms such as Procore or Aconex.
• Strong organizational skills and exceptional attention to detail, with the ability to manage high volumes of documentation, competing priorities and deadlines across multiple projects and corporate functions.
• Clear written and verbal communication skills, including the ability to explain established processes, provide user guidance and collaborate effectively with project and corporate stakeholders.
• Ability to work independently within established procedures and delegated authority, demonstrate sound judgment, maintain confidentiality and recognize when issues or exceptions require escalation.
• A proactive and continuous improvement mindset, with the ability to identify opportunities to improve document management processes, system functionality and user experience.

Base Pay Range 70000 - 80000 CAD