Document Controller (GHL, part of J.S. Held)

Job Description

We are seeking a detail‑oriented and highly accurate Document Control / Word Processing Coordinator to support our team in preparing proposals, RFP submissions, and project reports. This role focuses heavily on typing, formatting, editing, and assembling professional documents based on directions from Project Managers and clients.

This position is ideal for someone who excels in Microsoft Word, has strong proofreading abilities, and enjoys creating polished, high‑quality documents in a deadline‑driven environment.

Responsibilities include, but are not limited to:

• Proposal & Document Management
  • Assist with developing proposals that are fully compliant with RFP/RFI requirements.
  • Prepare proposals based on direction from Project Managers and client specifications.
  • Edit, proofread, and format proposal documents to ensure quality, accuracy, clarity, and alignment with company guidelines.
  • Maintain and update a database of fee guidelines.
  • Organize, track, and prioritize proposal deadlines to meet non‑negotiable submission timelines.
• Project & Marketing Support
  • Maintain and update project databases, staff resumes, and related documentation.
  • Assist with maintaining marketing materials as needed.
• General Administration
  • Support the coordination of information flow and documentation across teams.
  • Perform other duties as assigned; responsibilities may evolve with business needs.

Qualifications

• Minimum 3 years of experience in proposal writing, document control, or administrative support.
• Preference for candidates with 1+ year of experience in the Vancouver construction market, working with architects, developers, engineers, general contractors, or related consultants.
• Excellent written and verbal communication skills.
• Strong research, editing, and organizational abilities.
• Exceptional attention to detail.
• Strong time‑management skills with the ability to manage multiple priorities in a fast‑paced environment.
• Ability to work independently and as part of a team.
• Strong interpersonal skills, including conflict resolution, problem solving, planning, and workflow organization.
• Advanced skills in Microsoft Word, Excel, PowerPoint, Outlook, Access, and Adobe Acrobat.
• Comfortable learning new software and document management systems.

Additional Information

Some of the Benefits We Have Include
J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.

• Our flexible work environment allows employees to work remotely when needed
• Generous Vacation Policy
• Medical, Dental, and Vision Insurance
• RRSP Match

A reasonable estimate of the salary range for this role is $60,000-70,000. Any offered salary range is based on a wide array of factors including but not limited to skillset, experience, training, location, scope of role, management responsibility, etc.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein. California residents can click here to learn more about the personal information we collect and here to learn about additional privacy rights that may be available.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations
We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!
J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
If you are an individual with a disability and would like to request for a reasonable accommodation, please email jobs@jsheld.com and include “Applicant Accommodation” within the subject line with your request and contact information.

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