Document Controls Specialist

HDR • Honolulu, HI

4d

About The Position

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world? We believe architecture is more than designing buildings, it’s about providing solutions to societal challenges and creating stronger, more vibrant communities. As part of our Architecture practice at HDR, you’ll contribute to the design and delivery of spaces and experiences that advance community well-being around the world. From healing environments and learning spaces to research labs and civic landmarks and infrastructure, your work will directly influence how individuals experience the world around them. We bring together architects, planners, designers, and technical experts to solve complex design challenges with creativity, curiosity, and collaboration. From championing design excellence with an emphasis on resilience and sustainability to pioneering innovative building technologies, your contributions will leave a lasting impact on the built environment. This isn’t just a job, it’s a chance to drive meaningful change and help define the future of our communities. Watch Our Story:' https://www.hdrinc.com/our-story' Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world. We're looking for a highly organized and detail-oriented Document Controls Specialist to support out Architecture team. In this role, you'll help keep project information organized, accurate, and easy to manage - making sure our team has what they need to deliver great work. This is a great opportunity for someone who enjoys organization, working behind the scenes to support a team, and being part of a collaborative, project-driven environment.

Requirements

• Associate's degree in a related field or equivalent experience
• Experience with Microsoft Office
• An attitude and commitment to being an active participant of our employee-owned culture is a must
• Sponsorship (visa) for US employment authorization is not available now or in the future for this position

Nice To Haves

• Strong attention to detail and a focus on accuracy
• Good communication and coordination skills
• A natural ability to stay organized and manage multiple tasks
• Comfort working with documents, formatting, and file organization
• Solid time management and prioritization skills
• Ability to listen, summarize conversations, and capture key decisions and action items
• A mindset of consistency and following processes
• Awareness of handling confidential or sensitive information
• Interest (or experience) in working with structured document systems or tools like Newforma (a plus, not required)
• A willingness to learn and improve processes over time

Responsibilities

• Organize and maintain project files (both electronic and paper), including tracking key decisions and action items
• Prepare and format documents such as reports, specifications, and correspondence
• Coordinate meetings by scheduling, taking notes, and sharing clear summaries with the team
• Help Project Managers stay on track by monitoring deadlines, deliverables, and documentation
• Process and distribute project documents such as RFIs, submittments, and change proposals
• Assist with organizing client and consultant agreements
• Work closely with multiple project managers and teams across different projects
• Communicate professionally with internal teams, clients, and partners
• Look for ways to improve how we organize and manage documents
• Support general administrative and project coordination tasks as needed

What This Job Offers

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