Document Specialist

  • Canacre
  • Augusta, ME, USA
  • 03/18/2022
Full time Admin-Clerical Legal Real Estate

Job Description

This is a full-time salaried position and the candidate will report into the office located in Augusta, Maine. Relocation assistance may be provided.  

Join the Canacre team in an exciting role working on leading edge infrastructure projects.  

We are technical experts in land, energy, and transportation development delivering accurate, innovative, and agile solutions to our partners. We provide land acquisition, geospatial mapping, data management, web-based GIS, community relations, land feasibility studies, and permitting services. Canacre’s clients include developers, large scale service providers, and government entities that are involved in the planning and development of energy projects, rights of way, resources, and infrastructure across Canada and the United States. Canacre works on large-scale wind and solar power projects, high-voltage transmission lines, pipeline projects, municipal roads projects, and groupings of cellular towers and rooftop antennas.  

The Document Specialist enhances Canacre’s knowledge, procedures, and overall capability to effectively administer customer, subcontractor, suppliers, and ancillary contracts. The Document Specialist will be a member of the Operations department and will primarily help manage Canacre’s customer, subcontractor, supplier, and ancillary contracts from inception, coordinating contract reviews, filing and recording documents through the full life cycle of these contracts, including project and supplier close-outs.

In addition, your role will be to:

  • Maintain contracts archive (including related change orders, amendments etc.) and user-friendly file structure
  • Compare and convert documents into editable formats, where required
  • Maintain Canacre's contract updates
  • Coordinate document reviews and execution
  • Administer and manage expiries or annual contractual obligations
  • Develop new and refine existing form agreements and templates
  • Provide initial review of contracts (e.g., non-disclosure agreements and vendor agreements) and other legal documents
  • Assist with bids – assumptions, clarifications, representations and help ensure that these matters are considered before contract execution
  • Manage contract expirations, renewals, amendments, etc.
  • Manage Reporting Requirements (diversity spend, business continuity, etc.) and develop reports for management when required
  • Attend project meetings and calls – take minutes, identify and appropriately report issues and incidents relevant to Canacre Legal as they arise
  • Assist with managing scope creep that may exist in Canacre’s execution of its projects and help operational personnel initiate, draft, and finalize change orders to existing contracts
  • Assist with legal, contractual, and documentary aspects of change management and contract amendments
  • Prepare customer contract synopses
  • Liaise with all members of the Legal team to carry out both intra-departmental and client/supplier-facing duties
  • Assist with property damage claims


  • Paralegal Certificate or related discipline.
  • Minimum 3 years of professional experience in consulting and infrastructure development preferred. Previous experience working with the unique risks posed by engineering and construction projects in other industries will also be considered
  • Knowledge of the unique risks posed by engineering and construction projects
  • Demonstrated project management skills and software skills, including planning, organizing, and producing deliverables
  • Able to identify commercial risks and effectively communicate issues and risks amongst peers
  • Able to perform accurate analysis of problems and succinctly communicate potential solutions
  • Able to understand the value of team members and influence a highly skilled team
  • Able to be pro-active, solutions oriented and capable of working independently
  • Produces high quality work results with a sense of urgency while maintaining a high level of focus on detail, accuracy, and completeness
  • Highly self-motivated and directed with time management skills and the ability to meet deadlines
  • Strong organizational and multi-tasking skills
  • Excellent analytical and problem-solving abilities
  • Advanced proficiency in Microsoft Office Suite and Adobe Acrobat Pro

Given the volume of applications we typically receive, we are unable to respond to all applicants, however, you will be contacted if your experience is a suitable match. No phone calls please.