Job Number: J1026-0574
Position Title: Document Controller
Department: Planning, Engineering & Regulatory Services
Appointment Status: Full-Time Temporary
Employee Group: Management
Job Category: Public Administration
Compensation: $89,935.00 - $116,045.00/Year
Closing Date: November 6, 2026
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The Opportunity The City is seeking a highly organized and detail-oriented Document Controller to support the Riverhead Wastewater Treatment Facility Secondary Expansion Project - Phase 1. Reporting to the Senior Project Manager, this position plays a critical role in ensuring project documentation is accurate, accessible, secure, and compliant throughout the lifecycle of a major capital infrastructure project.
As the Document Controller, you will be responsible for managing all project-related documentation through the Electronic Document Management System (EDMS), supporting project teams, consultants, contractors, and stakeholders, and ensuring all records are maintained in accordance with established document control standards and project requirements.
This is a unique opportunity to contribute to one of the City's largest infrastructure projects. You'll play a key role in supporting project delivery by ensuring critical information is managed effectively and remains accessible throughout all phases of the project.
Accountabilities• Review, process, and control all project documentation in accordance with policies and procedures outlined in the Project Management/Execution Plan (PMP).
• Maintain the Electronic Document Management System (EDMS) to ensure current and accurate documentation is available to authorized users.
• Develop and manage project-specific document templates and document naming conventions for plans, policies, checklists, site reports, incident reports, and related materials.
• Receive, log, distribute, and issue documentation using approved transmittal and submittal workflows.
• Coordinate and communicate effectively with project team members, consultants, contractors, subcontractors, and vendors to support successful project execution.
• Review, understand, and implement project-specific document control guidelines, policies, and procedures.
• Provide document control support to the project team, including preparation of project documentation and project turnover packages.
• Maintain and manage project archives, both electronic and physical, ensuring appropriate organization and retention.
• Perform physical handling of records and materials, including lifting up to 40 pounds, as required.
The successful applicant will be required to participate in all training programs applicable to this position and other related work. The above statements reflect the general duties considered necessary to describe the principal functions of the job identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.
Qualifications Education and Experience
• Graduation from a recognized college diploma or university degree program in Business Administration, Records Management, or a related field.
• Demonstrated, progressive experience as a Document Controller in large construction projects or corporate environments.
• Minimum of five (5) years of progressive experience as a Document Controller in one or more of the following areas:
o Project management
o Procurement
o Wastewater treatment
o Building design and construction
o Contract administration
o Field inspection
• An equivalent combination of education and experience acceptable to the City may be considered.
Skills and Abilities
• Strong organizational skills with exceptional attention to detail and accuracy.
• Proficiency in Electronic Document Management Systems (EDMS).
• Advanced working knowledge of Microsoft Office 365 and standard filing tools.
• Ability to prepare concise and effective reports and correspondence.
• Strong interpersonal and communication skills with the ability to establish and maintain effective working relationships with staff, the public, contractors, and consultants.
• Strong working knowledge of personal computers and standard business software.
Valid Class 5 Driver's License.
Hours of Work Monday - Friday
9:00 - 4:30
We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interview will be contacted. The City of St. John's does not accept applications in person, by email, fax or mail. Applications will be received up to 12:00 Midnight (Newfoundland Standard Time) on closing date.
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