Regulatory Coordinator, Document Control, Pacific Link (Contract)

Trans Mountain Corporation operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 890,000 barrels of petroleum products each day through a dual pipeline system of more than 1,150 kilometres of pipeline in Alberta, British Columbia and Washington state.

Trans Mountain also operates a state-of-the-art loading facility, Westridge Marine Terminal, with three berths providing tidewater access to global markets.

As a federal Crown corporation, Trans Mountain continues to build on more than 70 years of experience delivering operational and safety excellence through our crude oil pipeline system.

With our expanded pipeline system now in place, Trans Mountain provides enhanced direct access for Canadian crude oil to world markets. The expansion realizes a world-class system for oil transport, developed to Canada’s high standards within one of the most stringent regulatory regimes in the world, creating long-term economic benefits, enhanced marine protection, enhanced safety and emergency management capabilities, and enhanced skilled-worker capacity building in communities and Indigenous groups.

Our Core Values

Trans Mountain’s core values – Safety, Integrity, Respect and Excellence – guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities. If you are looking for an opportunity to apply your strengths in an environment that encourages Safety, Integrity, Respect, and Excellence, we invite you to explore this opportunity with us!

Location: Calgary, AB

Department: Pacific Link

Reports to: Senior Regulatory Advisor

Worker Type: Contract

Schedule Type: Full-Time

Work Setting: In-office

Number of positions: 2

Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as a Regulatory Coordinator, Document Control, Pacific Link (Contract). In this position, you will play a key role in the controlled creation, review, filing, distribution and retention of regulatory documents and records. The role administers document-control workflows, templates, naming conventions, metadata, registers, transmittals and repositories to ensure regulatory information is complete, current, traceable, secure and readily retrievable. The successful candidate will work with regulatory advisors and multidisciplinary contributors to support submission readiness and maintain defensible filing records and promote consistent document-control practices throughout the regulatory lifecycle.

Key Responsibilities

Regulatory Document Production and Control

• Coordinate document formatting, compilation, quality checks and final production of regulatory applications, filings, information requests, correspondence and supporting materials.
• Maintain controlled templates, document numbering, naming conventions, version control, revision history and document status in accordance with approved requirements.
• Coordinate document review and approval workflows, consolidate comments, track revisions and confirm that current approved versions are used for filing.
• Prepare document packages, transmittals and distribution records and verify completeness before release or submission.

Submission Filing and Records Traceability

• File approved regulatory materials through applicable submission repositories and maintain filing confirmations, distribution records and complete submission packages.
• Maintain registers of submissions, regulator and agency issuances, correspondence, commitments, decisions and supporting evidence.
• Ensure filed records are promptly captured, indexed and linked to the appropriate matter, submission or regulatory requirement.
• Support retrieval of historical filings and records for regulatory responses, assurance reviews, audits and business needs.

Document Libraries and Repository Administration

• Administer regulatory document libraries, registers and filing structures in SharePoint and other approved repositories.
• Complete document intake, naming, metadata assignment, classification, indexing, storage, retrieval, retention and archival in accordance with established standards.
• Maintain permissions and coordinate access to confidential and non-confidential regulatory information stored in SharePoint, shared drives and approved repositories.
• Monitor repository quality, metadata completeness, duplicate or obsolete content and access issues, coordinating corrective action as required.

Document Review Workflow Coordination

• Work with regulatory advisors, analysts and multidisciplinary contributors to gather documents, coordinate reviews and support timely completion of regulatory deliverables.
• Maintain document lists, review trackers, comment logs, action lists and filing-readiness checklists that clarify status, outstanding inputs and accountable owners.
• Monitor deadlines and document dependencies and escalate incomplete, late or non-compliant materials to the Senior Regulatory Advisor.
• Coordinate internal distribution of regulator and agency issuances and retain evidence of distribution and follow-up.

Records Governance and Quality Assurance

• Apply regulatory, records-management, information-security and document-control requirements and identify gaps in document quality, approval, classification or retention.
• Ensure retention and archival of controlled regulatory records follow Trans Mountain policies, procedures and approved disposition requirements.
• Perform periodic quality reviews of regulatory libraries, registers and document-control records and coordinate corrective action where standards are not met.
• Maintain document-control procedures, templates, checklists and user guidance and communicate relevant changes in information-management requirements.

User Support and Continuous Improvement

• Provide practical guidance to contributors on templates, document preparation, naming conventions, metadata, review workflows, filing requirements and repository use.
• Build effective working relationships across Pacific Link, Trans Mountain functions, partners, contractors and consultants to support consistent document-control practices.
• Assess document-control processes and repositories and recommend improvements that strengthen efficiency, retrieval, traceability, security and user experience.
• Handle confidential and sensitive regulatory information with appropriate discretion and access controls.

Qualifications and Professional Experience

• Post-secondary education in Records Management, Information Management, Document Control, Business Administration or a related discipline.

• 3 to 5 years of experience in document control, records or information management, regulatory coordination or a similar role.

• Experience controlling documents through preparation, review, approval, issue, revision, distribution, retention and archival in a regulated environment.

• Knowledge of document-control and records-management principles, including numbering, naming conventions, metadata, version control, classification, retention, archival and access controls.

• Advanced proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, Teams and SharePoint.

• Experience configuring and maintaining SharePoint sites or libraries and administering controlled document repositories, registers and permissions.

• Strong document formatting, editing, quality-review and written communication skills.

• Ability to analyze and troubleshoot document and repository issues, exercise sound judgment and coordinate practical resolution with others.

• Demonstrated ability to manage document workflows, competing deadlines and high-volume, detail-sensitive deliverables.

• Experience working with multidisciplinary teams in a major project, infrastructure, energy or other regulated environment is preferred.

• Flexible, adaptable and able to work effectively in a fast-paced and evolving environment.

Working Conditions

• May need to provide support outside of regular business hours and/or on the weekend.

We Build Careers and Pipelines That Last

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Competitive compensation;
• A place to share a sense of purpose and build relationships;
• Meaningful work that makes a difference;
• An opportunity within the Canadian energy industry.

We value:

• The health, safety and wellness of everyone working in our company;
• Meaningful participation from Indigenous and local communities;
• The commitment and resilience of our people;
• Collaboration and achieving success together.

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain pipeline corridor.

In Alberta, the pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA)

Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.