Document Controls Specialist I

HNTB Corporation • Miami, FL

13h

About The Position

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners. This position will work closely with our client, Miami Dade Aviation Department (MDAD) supporting MDAD's capital improvement program (CIP) by performing administrative and technical tasks related to document control in Autodesk Construction Cloud (ACC) and SharePoint Online. The goal for this position is to ensure that all project documents (drawings, submittals, RFIs, reports, and correspondence) are logged, distributed, and stored according to MDAD SOPs. Training provided through Program Controls SOPs and ACC onboarding. Primary Functions Assist in uploading, organizing, and maintaining project documents in ACC. Verify that all 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. Key Responsibilities Maintain control of hardcopy and electronic project records. Track incoming/outgoing correspondence. Assist in preparing ACC distribution groups and folder permissions. MDAD teams in maintaining complete project records. Communicate with contractors and consultants to ensure timely document submission. Reports to Produce Weekly document upload summary by project/division. Monthly submittal/RFI turnaround time log. Compliance checklist for record accuracy and version control. What You'll Do: Administers the collection, authorization, publication, storage, retrieval and retention of documents to ensure control and availability of documentation to site personnel. Administers the document controls strategy, systems, and policies and procedures including but not limited to the authoring, approval, publishing, version control and archiving of all project or program related documents. Maintains the electronic project record files. Copies and scans documents as needed to perform distribution and storage duties. Prepares records for inactive storage according to the Records Retention Schedule. Supports regular audits of document control processes and procedures. May assist in providing training to project personnel regarding document control and record retention policies, procedures, and project management system use. Performs other duties as assigned.

Requirements

• Associate's degree in relevant field, or In lieu of degree, High School Diploma/GED or equivalent and 2 years document control/document management functions and/or technical administrative support experience
• Basic proficiency with Microsoft Office Suite.
• Familiarity with cloud storage systems (ACC, SharePoint, or equivalent).
• Detail-oriented and organized.
• Strong written communication and data entry accuracy.

Nice To Haves

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

Responsibilities

• Assist in uploading, organizing, and maintaining project documents in ACC.
• Verify that all 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/outgoing correspondence.
• Assist in preparing ACC distribution groups and folder permissions.
• MDAD teams in maintaining complete project records.
• Communicate with contractors and consultants to ensure timely document submission.
• Administers the collection, authorization, publication, storage, retrieval and retention of documents to ensure control and availability of documentation to site personnel.
• Administers the document controls strategy, systems, and policies and procedures including but not limited to the authoring, approval, publishing, version control and archiving of all project or program related documents.
• Maintains the electronic project record files.
• Copies and scans documents as needed to perform distribution and storage duties.
• Prepares records for inactive storage according to the Records Retention Schedule.
• Supports regular audits of document control processes and procedures.
• May assist in providing training to project personnel regarding document control and record retention policies, procedures, and project management system use.
• Performs other duties as assigned.

Benefits

• Click here for benefits information: HNTB Total Rewards

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees