Document Controls Professional

We are seeking a Document Control professional to coordinate and ensure there is information consistency across Buildings and Shared Services business centers projects by assisting with the development and execution of various forms of project documentation while maintaining control and traceability of the project documents from project initiation through completion.

Your Key Responsibilities

• Work closely with the project team to keep record of project status, issues, and changes.
• Provide solutions and guidance to the business center and project teams to ensure that document control procedures, processes, and systems are clearly understood and properly utilized.
• Support coordination of project deliverables.
• Support general office administrative activities.
• Support records retention initiatives.
• Support and promote various employee programs, including social and community engagement activities.
• Provide direct support to business leaders through data management and administrative activities.
• Maintain SharePoint and FTP sites, including site access requests, tracking logs, and fielding general site troubleshooting inquiries from team members.
• Assist project team in coordinating and updating schedules, workload/staffing forecasts, weekly progress and status reporting, and other program delivery analysis duties.
• Prepare and track standard report deliverables to support Stantec revision approval process compliance.
• Prepare and track client and vendor revisions and communications.
• Control the filing and storage (electronic and hard copies) of documents and communications under Stantec filing structure.
• Ensure documents conform to Stantec standards and formats.
• Support the development, enhancement and functionality of document control processes, procedures and standards.
• Edit and format correspondence, presentations, proposals and reports.
• Manage calendars, facilitate meeting set up.
• Attend and record minutes in meetings including tracking of action items and deliverables.
• Perform clerical tasks including data entry, filing, photocopying, scanning etc.
• Perform other administrative duties as required, including supporting activity development, employee onboarding, office supply management, assisting with vendor review and payment, and participating in marketing and business development as requested.

Your Capabilities and Credentials

• Excellent communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Strong multi-tasking skills with the ability to prioritize and organize multiple concurrent assignments.
• Proficiency in MS Office Suite and Adobe Acrobat.
• Prior work in document controls / administrative assistant role is a plus.
• Prior experience in consulting or working for a Construction Manager/General Contractor is a plus.
• Ability to learn client required systems. Prior experience with Newforma, Procore or similar systems is a plus.
• Years of experience: 3yrs of experience
• Preferred: 2 Year Construction Management Degree or equivalent experience.

This description is not a comprehensive listing 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.

Stantec is a place where the best and brightest come to build on each other’s talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best. #DesignYourPlace

Pay Range:

• Locations in NYC & CA (Bay Area) & NJ (RP)-$72,100.00 - $100,900.00 Annually

Primary Location: United States | NY | Hauppauge

Organization: 2229 Buildings-US NE Tri-State-Hauppauge NY

Employee Status: Regular

Travel: No

Schedule: Full time

Job Posting: 15/12/2025 02:12:29

Req ID: 1003362

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.