Senior Document Controller

Company Description

CDE Engineering Ltd., based in Calgary, Alberta, is a privately owned Engineering Procurement and Construction Management company. Specializing in delivering safe, cost-effective, and high-quality projects, we serve Canada's energy sector with dedication. Our expertise encompasses solutions for both upstream and midstream oil and gas producers. Focused on Western Canada, we are committed to excellence and innovation in every project we deliver.

CDE is currently seeking a Sr. Document Controller

to assume responsibility for providing crucial support to both the Document Control Department and the Engineering Department on a client specific program of work (single client, multiple projects).

Document Controller will ensure all project documentation is effectively managed, controlled, and distributed to support the successful execution of client specific engineering projects. This role plays a critical part in maintaining project integrity, regulatory compliance, consistency and efficient collaboration among project stakeholders.

Reports to:

- Project Managers

Main Responsibilities:

- Document Control Procedures: Review and update internal document control procedures to align with client specific procedures, industry regulations and best practices, and company policies.

- Document Management: Update and maintain a structured system for organizing and storing engineering documents, drawings, specifications, and other project-related materials. Specific focus on timeliness and auditability.

- Master Document Register (MDR) creation and maintenance for both internal and external documents

- Master Comment Log creation and updating for tracking external comments on formal review sessions

- Create and update master Document Distribution Matrix (DDM) (inputs from Project Management or Engineering)

- Create and update master Vendor Document Distribution Matrix (DDM) (inputs from Project Management or Engineering)

- Manage Client document, drawing and line number number requests, including receipt, checking and distribution per client specific procedures (requests submitted by Engineering to DC), revision control

- Manage internal document and drawing number requests, including receipt, assignment, distribution (requests submitted by Engineering to DC) and revision control

- Create and maintain Engineering Stick File for all issued client numbers documents and drawings on individual projects (individual PDFs) within the Document Control folder

- Review and update internal Transmittal procedure to ensure consistency of transmittal requests and to stream line transmittal process

- Quality checks on Engineering Transmittal requests (e.g. drawing index, legends, document / drawing numbering, revision checks against client/internal assigned revisions) prior to issuing transmittals

- Create and submit Transmittals to Client, including upload and management of client EDMS systems as required, ensuring distribution aligns with DDM

- Create, distribute Bluebeam Review sessions for engineering documents and drawings (as requested by Project Management or Engineering). Distribute commented copy.

- Log all client Bluebeam Review session comments in Master Comment Log

- Create and manage Vendor Document and Drawing Register (VMDR) based on final Vendor Document Requirements finalized at time of PO

- Receive, log and distribute (via Bluebeam Session review) Vendor documentation per Vendor DDM. Distribute closed, commented copies.

- Manage Project Close-Out and handover of client and vendor documents and drawings per client or internal procedures.

- Collaboration: Collaborate with project managers, engineers, contractors, and other team members to facilitate document-related communication and workflow

- Feedback: Provide construction feedback to Project Management regarding opportunities for improvement and alignment with best practices

- Ownership and Accountability: Self motivated individual with strong ownership and accountability of the entire Document Control of a project / for a specific client, including quality and functionality of the process, timeliness of activities, communication, etc.

- Archiving: Preserve historical project documents for future reference or compliance purposes

Required Qualifications:

- 6+ years experience in Document Management at an Engineering Company (EPC)

- Experience with EDMS for a variety of Producers or Midstream companies

- Self motivated, able to work independently

- Excellent verbal and written communication skills

- Proven ability to produce high quality work while facing competing priorities and strict deadlines

- Ability to prioritize activities, adapt to change, and stay focused in a dynamic environment

- Proficient in Bluebeam, MS Office suite (Word, Excel, PowerPoint), Outlook, Teams

- Demonstrate sensitivity and discretion when working with confidential information

Benefits:

- Competitive base salary

- Support and empowerment to promote work-life balance

- Ongoing learning and professional development opportunities

- On-the-job training and mentorships from a passionate and knowledgeable team

- Career growth opportunities

- Company events

- Dental care

- Extended health care

- Life insurance

- Vision care

- Casual dress

- Paid time off

- Tuition reimbursement

Experience:

- Document management: 6 years (required)

- EPC: 6 years (required)

Location:

- Calgary, AB T2P 4G8 (required)

- Work Location: In person