Document Controls Specialist I

HNTB Corporation • Miami, FL

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About The Position

HNTB is hiring a Document Controls Specialist I to work closely with the Miami Dade Aviation Department (MDAD), supporting its capital improvement program. The role performs administrative and technical document-control tasks using Autodesk Construction Cloud (ACC) and SharePoint Online. It helps ensure project documents—including drawings, submittals, RFIs, reports, and correspondence—are logged, distributed, and stored according to MDAD standard operating procedures. Training is provided through Program Controls SOPs and ACC onboarding.

The specialist administers document collection, authorization, publication, storage, retrieval, and retention; maintains electronic and hardcopy project records; and supports compliance with document-control procedures and records-retention requirements. The position also produces recurring document status and compliance reports and may help train project personnel on document-control and record-retention procedures and project management systems. Other duties may be assigned.

Requirements

• Associate's degree in a relevant field; or, in lieu of a degree, a high school diploma/GED or equivalent and 2 years of document-control/document-management functions and/or technical administrative support experience.
• Basic proficiency with Microsoft Office Suite.
• Familiarity with cloud storage systems such as Autodesk FORMA, SharePoint, or equivalent.
• Detail-oriented and organized.
• Strong written communication skills and data-entry accuracy.

Nice To Haves

• Prior exposure to Autodesk Construction Cloud (Docs, Build, or BIM 360) or similar digital construction platforms.

Responsibilities

• Upload, organize, and maintain project documents in Autodesk Construction Cloud.
• Verify that files follow established naming conventions and metadata standards.
• Log submittals, RFIs, meeting minutes, and transmittals.
• Support project managers and consultants in tracking document revisions.
• Generate weekly document status reports for management review.
• Ensure compliance with retention, archiving, and document-numbering procedures.
• Maintain control of hardcopy and electronic project records.
• Track incoming and outgoing correspondence.
• Assist in preparing ACC distribution groups and folder permissions.
• Support MDAD teams in maintaining complete project records.
• Communicate with contractors and consultants to ensure timely document submission.
• Produce weekly document upload summaries by project or division, monthly submittal/RFI turnaround-time logs, and compliance checklists for record accuracy and version control.
• Administer document collection, authorization, publication, storage, retrieval, and retention to ensure documentation is controlled and available to site personnel.
• Administer document-control strategies, systems, policies, and procedures, including authoring, approval, publishing, version control, and archiving of project- or program-related documents.
• Maintain electronic project record files.
• Copy and scan documents as needed for distribution and storage.
• Prepare records for inactive storage according to the Records Retention Schedule.
• Support regular audits of document-control processes and procedures.
• May assist with training project personnel on document-control and record-retention policies, procedures, and project management system use.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree