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Document Control Administrator
- Stantec (Chicago, IL)
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Stantec’s Buildings team is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, consultants, sustainability specialists, and technologists are passionate about the power of design. Our collaborative culture and our innovative, sustainable approach to projects help us create buildings that matter to our world.
Together, we are enhancing the quality of life globally through design.
Join us and design your place with Stantec.
Your Opportunity
The Document Control Technician works with the Project Managers and internal or external team members to ensure that Stantec is recording and processing both Submittals and RFIs in an accurate and timely manner.
Your Key Responsibilities
- Verify that the proper turnaround time setting and Submittal and RFI numbering setting has been appropriately set for that project after notification has been received from the Project Manager
- Verify the project distribution team has been set up and all team members have access to the Newforma Info Exchange site in order to be able to download the response.
- Identify incoming notification as Submittals or RFIs, allowing those file transfers to be logged and tracked in Newforma
- Initiate and track changes for Submittals and RFIs
- Communicate to external team members the Stantec Submittal/RFI process and work with them to be able to process and return Submittals and RFIs quickly and efficiently; train on external team members’ web sites or tracking software, if necessary
- Provide training on the Submittal/RFI process and software to all employees
- information from Newforma, to maintain consistency throughout the Stantec office(s)
- Continually work with internal and external team members to ensure all Submittals and RFIs are received and processed quickly and accurately throughout the life of the project and according to any pertinent project instructions
- Assist and work with the project manager and team with the Submittal/RFI process set-up: maintain communication with external team members to create an efficient workflow
- Update and maintain Stantec’s Submittal/RFI process standards; communicate updates to all employees.
- Assist the Records Manager with historical submittal records and other records; provide back-up coverage
- Assist the Project Coordinators with QA/QC redline scanning of project documents and drawings
- Ensure participation in using Stantec’s corporate brand identity program to convey a consistent message in all internal and external written, graphic/visual and verbal communication
- Participate in relevant professional development annually to build personal knowledge and professional growth (ex. participate in educational opportunities; read professional publications; maintain personal networks; actively participate in professional organizations)
Your Capabilities and Credentials
- Possess experience and high degree of proficiency using the following:
- Microsoft Office software applications: Word, Excel, Outlook and SharePoint
- Adobe Acrobat/Reader
- Newforma Project Center Software (a plus)
- Demonstrates the ability to learn new applications, procedures and processes quickly
- Possess good computer/Internet skills; feels comfortable navigating the Internet to various external websites
- Communicates in a clear, concise and professional manner; demonstrates strong written, oral and presentation skills with the ability to train individuals on technical applications
- Demonstrates strong listening skills including giving respectful, full attention to people, taking time to understand the points being made and asking questions as appropriate
- Displays a good-natured, cooperative attitude with the ability to communicate with all levels of staff; works well independently or on a team across all functions and levels throughout Stantec with minimal supervision.
- Conforms to a high degree of professional standards of conduct by being honest, ethical and maintaining discretion and a high level of confidentiality
- Demonstrates effective organizational and time management skills: fulfills obligations and commitments in a quality and timely fashion; able to manage multiple priorities concurrently; conforms to company policies
- Shows initiative and a willingness to engage in tasks and challenges beyond stated responsibilities; is eager to learn new things/tasks
- Adapts to various competing demands; demonstrates the highest level of client service and response
- Demonstrates initiative, self-discipline, a positive attitude and strong work ethic with attention given to detail; takes pride and ownership of work; creatively develops ways in getting things done
- Exhibits strong interpersonal and customer service skills, both in person and on the phone; able to communicate and confidently interact with clients, vendors, management and inter-discipline co-workers
- Maintains a positive, self-motivated, can-do attitude; is adaptable and flexible
- Demonstrates consistency in availability in regard to hours of operation; is reliable, responsible, punctual and dependable.
Education and Experience
- High School Diploma or equivalent (preferred)
- Preferred 2 years of experience in Architecture; Engineering; or Construction (AEC) industry
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.
About Stantec
Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.
Pay Range:
• Locations in CO, HI, IL, MD & Various CA, NJ Areas - Min Salary $ 59,000.00 - Max Salary $ 82,500.00
**Pay Transparency:** In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible.
**Benefits Summary:** Regular full-time and part-time employees (working at least 20 hours per week) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).
Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.
The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements
**Primary Location:** United States | IL | Chicago
**Organization:** 2357 Buildings-US North Central MCF-Chicago IL
**Employee Status:** Regular
**Travel:** No
**Schedule:** Full time
**Job Posting:** 16/10/2025 05:10:47
**Req ID:** 1002602
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.
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