Senior Program Administrator & Document Controller

Location: CAN Quebec St-Hubert

Job Type

Regular

People are at the heart of our success. Our culture encourages collaboration, transparency, and accountability in order to generate value and achieve sustainable results. Being part of the team means committing to an environment where everyone’s impact truly matters.

At Agropur, accountability means owning challenges and taking concrete action to achieve results.

An environment that empowers you to take action

• Flexible remote work
• Recognition of years of service for vacation calculation;
• Flexible group insurance plan including telemedicine services;
• Employee assistance program;
• Annual bonus
• Opportunities to invest in yourself (career development, etc.);
• Pension plan with company contributions;
• Salary scale 005: $84,600 to $105,800 (Base salary will be determined based on your academic background, experience, training, and skills related to the position.)
• Business travel approximatively 30%

What you’ll be responsible for each day

Do you want to be the administrative and documentation anchor of industrial capital programs valued at $1 billion or more? We are looking for a rigorous, highly organized professional to take hands-on ownership of the administration, governance, and document control of major EPC, EPCM, and owner-managed programs.

You will be involved at every stage of the project lifecycle, from concept and FEL through project closeout. As a true partner to the program leadership team, you will safeguard document integrity, compliance, and information flow within a mature governance environment

Program Administration

• Serve as the primary administrative and coordination resource for the Program Leadership Team.
• Establish and maintain program administrative processes, procedures, and governance protocols.
• Support Project Managers and the Project Controls, Engineering, Construction, Procurement, and Commissioning teams.
• Drive continuous improvement in program administration and document control processes.
• Document Control and Information Management
• Establish and maintain document control systems throughout the program lifecycle.
• Manage numbering, classification, retention, distribution, and archiving of documents (engineering, drawings and specifications, procurement, contracts, construction, commissioning, quality, and governance).
• Maintain document registers, transmittal logs, and version and revision tracking.
• Ensure document integrity, traceability, and audit readiness.
• Administer electronic document management systems (EDMS).
• Governance and Meeting Support
• Coordinate steering committees, executive reviews, and other governance meetings, including logistics, agendas, and materials.
• Record minutes and maintain records of decisions, approvals, and action items.
• Help prepare materials for executive leadership meetings, capital approval boards, and investment committees.
• Support governance compliance requirements and reporting deadlines.
• Reporting and Presentations
• Support the preparation and publication of weekly and monthly program reports.
• Consolidate input from project managers, planners, cost controllers, and functional leaders.
• Prepare dashboards and professional presentations for leadership and governance forums.
• Manage formatting, version control, and publication of official reports.
• Contractor and EPC Coordination
• Coordinate document exchange between the Owner, EPC contractors, consultants, and suppliers.
• Monitor contractor compliance with document control requirements.
• Manage Requests for Information (RFIs), transmittals, and correspondence registers.
• Support turnover and handover documentation, as well as claims and contract-related documentation.
• Records Management and Compliance
• Ensure compliance with corporate document retention policies.
• Support internal and external audits.
• Maintain and archive regulatory, quality, and project records, including closeout documentation.
• Manage the confidentiality and security of sensitive information.
• PMO and Project Controls Support
• Maintain integrated program reporting calendars.
• Consolidating project controls information for budget, schedule, risk, and governance reporting cycles.
• Maintain project directories, contact lists, and distribution matrices.

The individual who will own this role

Diploma, degree, or certificate in Business Administration, Project Management, Information or Records Management, Engineering Technology, or a related discipline. Certifications in document management or PMO administration are an asset.

Any equivalent combination of education and experience may be considered.

7 to 10 years of experience in project administration and document control, including at least 5 years supporting major industrial EPC/EPCM or capital projects.

Demonstrated experience on projects valued from $100 million to over $1 billion, within PMO, engineering, construction, or project controls environments.

Strong experience coordinating multiple stakeholders, managing large volumes of controlled documentation, and supporting executive governance processes.

Experience in one or more of the following sectors: energy, oil and gas, petrochemicals, chemicals, mining and metals, heavy industrial manufacturing, infrastructure, food and beverage, consumer packaged goods, or dairy processing. Experience on expansion, brownfield, or greenfield projects in the dairy or food sector is an asset.

Expert-level proficiency in document control, records and document lifecycle management, version control, and audit readiness.

Advanced proficiency in Excel, PowerPoint, Word, Outlook, Teams, SharePoint, and Adobe Acrobat Professional. Knowledge of Aconex and EDMS is an asset.

Strong organizational skills, attention to detail, professionalism, and discretion.

Excellent communication and stakeholder coordination skills.

Ability to manage multiple priorities under pressure, with autonomy and a collaborative mindset.

An environment that values engagement and encourages everyone to take initiative.

Agropur welcomes people from all backgrounds and origins. We are proud to be an employer with a diverse community and are committed to providing a respectful and inclusive experience for all employees and applicants. We will work with candidates who request accommodation. Please note that an adequate knowledge of French is required for positions in Quebec. Agropur uses artificial intelligence technology to assist our recruiters in screening, assessing, or selecting applicants for this position.

In this text, the use of the masculine gender to designate persons is intended only to lighten the text.