Document Controller & Quality Assurance Specialist

Your Opportunity:

Our Markham office is currently seeking a Document Controller & Quality Assurance Specialist to become part of a dynamic transportation group specializing in the planning and design of major provincial highways, regional and municipal arterial roads, and mass transit projects. This opportunity exists for an individual who is detail-oriented with strong multi-tasking, interpersonal, organizational and communication skills.

Your Key Responsibilities:

• Follow document control processes and procedures established for project functions including document tracking, meeting minutes, RFIs, submittals, change logs and other communication tools
• Fulfill the Document Control function on projects including, but not limited to:
  • Responsible for adhering to electronic filing (on servers) of project documentation consistent with Stantec document management policy/protocol (Global Data Management) and the project’s contract (confidentiality, etc.)
  • Maintaining project records and overseeing document control for regulatory and legal compliance
  • Ensuring all technical documents, such as reports and drawings, are collected, uploaded in the system and distributed to the appropriate parties as necessary
  • Notifying the Project Manager and team members of updated document revisions and how to access them
  • Assisting Project Managers with monitoring project progress, developing tracking data, reports and other materials as needed
  • Developing the document management process and protocols for the project(s)
  • Providing training and guidance in the application of document management procedures and best practices
• Fulfill Quality Assurance functions on projects including, but not limited to:
  • Reviewing quality documentation for compliance with the quality program and contractual requirements
  • Conducting process audits and surveillance audits to verify that project services and deliverables meet quality program requirements
  • Conducting quality assurance reviews of client deliverables prior to submissions
  • Liaise with all relevant parties, internal and external, during quality audits and inspections
  • Manage and report on non-conformities, corrective and preventive actions
  • Report quality metrics on a regular basis including data analysis, the frequency of which is to be determined, and contribute to continuous improvement and Lessons Learned activities
  • Provide support in responding to quality related inquiries as required
• Work as part of a team to meet deadlines and produce high-quality deliverables
• Other duties as assigned
  

Qualifications:

• Excellent written and oral communication skills for liaising with internal project team members, clients and external third parties.
• Detail-oriented and highly organized with exceptional time management and multi-tasking skills.
• Ability to work calmly and effectively under pressure to prioritize and meet tight deadlines.
• Experience working in a team-oriented, collaborative environment and also the ability to work independently on an individual basis
• Ability to use multiple client or project partner document management systems or platforms (ProjectWise, Forma, Unifier).
• Expertise in the use of MS Office applications (specifically Word, Excel, Power Point and Outlook) with an interest in learning and adapting to new computer programs and processes quickly.
• Experience in SharePoint (managing a site, utilizing the site to its fullest capabilities).
• Applied knowledge of quality principles, data collection, trend analysis, risk analysis and problem-solving skills to make effective decisions with minimal guidance.
• Some travel may be required

Education and Experience:

• Minimum 1+ years of work experience within a project coordination or records management role is considered an asset.
• Technical degree/diploma/certificate or equivalent in a related technical field; or equivalent combination of education and experience in a professional engineering environment is an asset.

This description is not a comprehensive list of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.