Submittal Coordinator (Document Control)

Trillium Rail Partners•Mississauga, ON

2d•CA$100,000 - CA$120,000

About The Position

The Submittal Coordinator is responsible for coordinating, tracking, and managing project submittals across major rail transit infrastructure projects delivered by Trillium Rail Partners (TRP). Working as part of the Digital Delivery Group’s Document Control function within a complex design-build / P3 environment, this role ensures technical submissions are properly reviewed, distributed, tracked, and maintained in accordance with project procedures, contractual requirements, and schedule commitments. The Submittal Coordinator plays a critical role in supporting multidisciplinary coordination across design, construction, systems, and stakeholder teams to ensure accurate and timely processing of project deliverables.

Requirements

Diploma or degree in Business Administration, Engineering, Construction Management, Information Management, or a related discipline.
Experience in document control, submittal coordination, or project administration within infrastructure, construction, or transit projects.
Familiarity with engineering and construction documentation processes is preferred.
Strong reporting, organizational skills and attention to detail.
Ability to manage high volumes of documentation and competing priorities in a fast-paced environment.
Excellent communication and coordination abilities.
Strong analytical and problem-solving skills.
Proficiency with MS Office and document management systems.
Expert level knowledge of MS Excel.

Nice To Haves

Experience in design-build and/or P3 project environments is an asset.
Experience with EDMS platforms such as Autodesk Cloud, Unifier and SharePoint, or similar systems is highly desirable.

Responsibilities

Coordinate the preparation, submission, tracking, and close-out of project submittals, including drawings, RFIs, technical documents, Submittal Comment Sheets, and design and construction deliverables.
Ensure all submittals are compliant with project specifications, contractual requirements, and established document control procedures.
Update and close out Quality Opportunities for Improvement.
Maintain accurate logs and workflows for incoming and outgoing submittals within the project’s document management system (EDMS) and the Client’s approved repository.
Actively follow up with review teams and third-party partners to finalize reviews and comment sheets, ensuring a timely turnaround.
Manage submittal registers and monitor review cycles, approvals, comments, and resubmissions.
Ensure proper document numbering, revision control, metadata, and traceability for all submittal documentation.
Coordinate document distribution to internal teams, subcontractors, consultants, and external stakeholders.
Work closely with design teams, construction teams, systems teams, and subcontractors to support timely submission and review of technical deliverables.
Coordinate review timelines and follow up on overdue comments, approvals, and action items.
Ensure alignment between issued-for-construction (IFC) documents and approved submittals used in the field.
Liaise with internal project teams, consultants, subcontractors, and client representatives regarding submittal requirements and status updates.
Participate in coordination meetings related to document flow, submission schedules, and technical reviews.
Ensure compliance with project document control standards, quality management procedures, and contractual obligations.
Generate reports on submittal status, turnaround times, overdue reviews, and key metrics.
Support audits and records management activities related to project documentation and approvals.
Complete Quality findings or improvement opportunities.
Identify opportunities to improve submittal workflows, tracking processes, and reporting efficiency.
Work with BIM team to automate dashboards.
Support implementation of best practices for document management and technical coordination within the project environment.