Intermediate Document Controller

Startec Compression & Process is dedicated to providing innovative solutions to meet your unique challenges and opportunities. We are an integrated project and engineering equipment fabricator specializing in the modularized design and packaging of process, refrigeration, and rotating equipment solutions. Most of our solutions are related to Energy Transition and carbon reduction industries.

All applicants must complete the Traits and Behaviors Assessment below when submitting their application. Please proceed using the link: Assessment Link.

Startec Compression & Process is currently recruiting an Intermediate Document Controller to work at our Glenmore Office (Suite 240, 4000 Glenmore Court SE, Calgary, AB, T2C 5R8). The Intermediate Document Controller is accountable for managing control records and related files of corporate, engineering and fabrication documents for manufacturing and daily operations. Reporting to the Document Control Supervisor, this position plays a crucial role in ensuring the accuracy, accessibility, and integrity of documents, maintaining compliance with industry regulations, and supporting efficient document workflows across various projects and departments.

SHOP/FABRICATION TRANSMITTALS (Weighting 33%)

Document Control

• Enforce an effective document control system, including document numbering, naming conventions, version control, and file structures.
• Assign document numbers or codes for identification and tracking purposes.
• Enforce document control procedures, ensuring compliance with established workflows.
• Monitor document status, revisions, and approvals, updating records as required.
• Control access to confidential or sensitive documents, maintaining strict confidentiality.

Document Review & Approval

• Receive, review, and process various types of project-related documents, including technical fabrication reports, engineering drawings, fabrication drawings, construction work packages, procurement/sub-vendor documents, and correspondence.
• Verify the accuracy of documents, resolve discrepancies, and track document status such as naming conventions, revision sequence, signoffs, and formatting.

Document Distribution

• Facilitate the distribution of documents to relevant stakeholders, such as project managers, engineers, contractors, and fabrication offices, ensuring compliance with document control protocols.
• Ensure timely access to documents by establishing efficient retrieval systems.
• Track document distribution and retrieval to avoid duplication or unauthorized use.

Recordkeeping & Archiving

• Maintain document retention and archiving processes, including electronic records.
• Implement appropriate security measures, such as folder permissions.

Document Retrieval & Reporting

• Facilitate the retrieval and filing of document control procedures.
• Generate reports, and compile data on document control activities, including document status, distribution logs, and revision history.

CLIENT/ENGINEERING TRANSMITTALS (Weighting 33%)

Final Manual

• Create the final project manuals, (Manufacturers Record Book (MRB), Operation and Maintenance Manual (OMM), Mud Book), which includes all relevant documentation related to the project.
• Ensure proper organization, version control of the manual, including accurate numbering, indexing, titling, and revision tracking.
• Develop squad checks for project team members and gather and compile all necessary documents for inclusion in the manual.
• Review and verify the accuracy, completeness, and adherence to formatting guidelines for each document.
• Implement document control processes to track changes, approvals, and distribution.
• Facilitate document updates, revisions as required, ensuring proper communication and coordination with stakeholders.

SUB-VENDORS SQUAD CHECKS TRANSMITTALS/FINAL MANUALS (Weighting 33%)

Collaboration & Communication

• Collaborate with internal stakeholders, including project managers, engineers, contractors, and administrative staff, to support document control needs specific to projects.
• Communicate document control processes, requirements, and updates to relevant teams and individuals.
• Provide guidance to users on document control procedures and best practices specific to Startec Compression & Process.

Documentation Compliance & Quality Control

• Quality Control for Authentication and Validation Requirements following APEGA’s regulation.
• Support quality assurance initiatives, such as document audits or process improvements.
• Identify and rectify any discrepancies or issues with document content or organization.

• High school diploma or equivalent (required);
• 4+ years experience working in document control, records management, or a related administrative role within the oil and gas, engineering, or fabrication industry.
• Familiarity with document control systems and software commonly used in the oil and gas sector.
• Strong attention to detail and organizational skills, with the ability to handle a large volume of documents and maintain accuracy.
• Excellent written and verbal communication skills, including the ability to effectively communicate with technical professionals and stakeholders.
• Proficiency in using Microsoft Office applications such as MS Excel, Outlook, Word, SharePoint & OneDrive.
• Advanced proficiency in using Adobe Acrobat and Bluebeam (Bookmark, stampings, and Final Docs).
• Experience working in document management software is considered an asset.

We offer competitive wages, training, flexible, dynamic, and exciting work environment.

We thank you for your application and interest in our organization. Only those candidates selected for an interview will be contacted.