Intermediate Document Controller

We are seeking an Intermediate Document Controller to support ongoing construction administration activities for municipal water and wastewater infrastructure projects in Calgary.

This position will play a key role in managing project documentation, Requests for Information (RFIs), Submittals, meeting records, correspondence, and project tracking logs while supporting project managers, discipline leads, contractors, consultants, and clients.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced project environment.

• Establish and maintain electronic project filing structures for RFIs, Submittals, correspondence, meeting records, and project documentation.
• Download and organize RFI and Submittal documentation from Autodesk Construction Cloud (ACC).
• Maintain project filing systems to support easy retrieval and management of records.
• File project correspondence, including emails and supporting documentation, within the appropriate project folders.
• Maintain document control processes in accordance with company and client requirements.

• Set up folders and tracking records as new RFIs and Submittals are received.
• Create and prepare response packages and forms for project teams.
• Distribute RFIs and Submittals to reviewers and monitor review progress.
• Maintain and update RFI and Submittal Logs to accurately track status and turnaround times.
• Follow up with reviewers and project teams to support timely responses.
• Upload approved responses to ACC and distribute response notifications to project stakeholders.
• Update logs and project records following issuance.

• Coordinate and support bi-weekly project meetings.
• Attend meetings and record detailed meeting minutes.
• Prepare and distribute meeting minutes, action item logs, and supporting documentation for review.
• Issue final meeting minutes to project teams, consultants, contractors, and clients following review and approval.
• Maintain meeting action item logs and status updates.

• Maintain and update project change management logs.
• Track changes and ensure supporting documentation is properly filed and recorded.
• Assist project managers with tracking and reporting project changes.

• Order and maintain office supplies, stationery, and site trailer supplies.
• Coordinate meeting logistics and document distribution.
• Provide general project administration support as required.