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Submittals and Doc Control Manager

Country/Region:  CA
Field:  Project Management

Toronto, CA

Type of Contract:  Permanent
Level of experience:  15-20 years
Job number: 

About SYSTRA Canada


SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm who is dedicated to transportation solutions, whether for passengers or goods.


Imagining and implementing the safest, most efficient, and economical tailor-made transport solutions: this is what guides us daily. Thanks to the know-how of our 7500 experts, we are involved in all phases of transport projects: Preliminary and design studies, construction phases, test and commissioning, operation, and maintenance.


Our engineers work with passion to provide people around the world with the opportunity to move freely every day. They are men and women who put all their business expertise and human qualities to work to transform the world through innovative means of transport. Join them and let's invent tomorrow's public transport together.


SYSTRA's ambition is to be the benchmark for transport solutions and an opinion leader in mobility.


Role and responsibilities


The Submittals Manager will be responsible for establishing, following, and engaging the collaborative process with Contractor (Aecon and FCC), the Contract Authority - Metrolinx, Technical Advisor – Gannett Fleming and IBI, and other Parties and Stakeholders, as applicable, to optimize the submissions and document review process that holistically addresses the needs of relevant Stakeholders. Duties include, but are not necessarily limited to:


  • Ensuring Health, Safety and Security Principles are followed and are a priority in all the submissions processes
  • Initiating and engaging the Stakeholders on the processes of sending, receiving, distributing, circulating, tracking, expediting, and archiving all official project documents
  • Actively participates in continuous process improvement for doc submissions and controls procedures
  • Proactive approach to engaging with the various site delivery teams, acts as an influencer and an advocate for the “best for project” approach
  • Ensure that all relevant Delivery Partner groups and team members get relevant documents distributed to them and their output sent out correctly and in a timely manner
  • Positively respond to urgent documentation requests by various team members
  • Recommends and initiates change to project delivery plans as they relate to document exchange process, identify areas of improvement to put forward to relevant area in business and operating processes
  • Supports engagement with external relationships important for project delivery (e.g., statutory authorities)
  • Establishes and maintains excellent working relationships with e.g., architects, M&E consultants, structural and civil engineers, building surveyors, structural surveyors, property consultants, planning consultants, contractors, cost consultants, and other specialists
  • Builds and maintains networks with peer project teams and other disciplines
  • Support and lead (as required) at meetings convened by the Sponsors with the Contractor to review project work schedule
  • Track, monitor and communicate performance against project requirements, quality measures, milestones and KPIs in relevant KRAs
  • Review status reports from project teams/vendors and address issues with program or portfolio impacts as appropriate
  • Implement approved procedures to ensure successful execution of projects
  • Champion of Continuous Improvement, utilizing Lean manufacturing tools, specifically pertaining to changeover, efficiency, and costing
  • Participate in key decision making, risk analysis and assessments
  • Ensure sustainability is at the heart of Program process and decision making to ensure the right decisions are made now and for the future.
  • Help identify value engineering savings within the project designs and construction methods.
  • Facilitate a project environment which is collaborative, inclusive, diverse and celebrates our differences.
  • Create a high performing culture open to constructive challenge, seeking continual improvement and implementing lessons identified from experience
  • Training and development, mentoring of junior staff as applicable




Education: Bachelor’s degree or equivalent combinations of technical training and construction experience is required


Years of experience: 15 or more years of relevant experience in collaborative team environments with mid to large team sizes and a significant number of stakeholders


Technical competencies:

  • Excellent computer proficiency and knowledge of Microsoft 360, Office, Adobe Acrobat, Sharepoint, Projectwise, or other document control software;
  • Experience with Aconex, Unifier, Sharepoint and EDMS (Electronic Document Management System
  • Understands data management
  • Detailed understanding of submittals processes, impact of various stakeholders


Personal & soft skills:   

  • Expected to deliver results, striving to exceeds the clients’ expectations
  • Experienced with multi-disciplinary projects, fast paced and complex submittals via multiple portals
  • Fluent in English
  • Is detailed oriented


Employment terms and conditions


Contract nature: Permanent

Location: Toronto – Ontario - Canada

Division: Transit

Reports to: Production Director

Remuneration: According to the profile



This job description is intended to provide an indication of the nature and levels of work, knowledge, skills, abilities, and other essential functions to be carried out as part of fulfilling the role mentioned in the job title. Various other duties will apply as required.

In this description, the masculine gender is used for easy reading purposes and includes the feminine.

SYSTRA Canada is committed to having a diverse and inclusive workforce.


We are an Equal Opportunity Employer that values applications from all and offers employment equity based on the merits and abilities of candidates and personnel