Sr Doc Controls Specialist

HNTB Corporation•Seattle, WA

1d•Onsite

About The Position

This role provides advanced leadership and technical expertise in document control and project controls for engineering and construction projects. It is responsible for developing, implementing, and managing document control systems, standards, and workflows to support the full lifecycle of project records ensuring accuracy, compliance, accessibility, and effective information flow across project teams. The position administers document control platforms and processes, including submittals, RFIs, change orders, and other contractor/design-builder documentation, while ensuring alignment with contract requirements and organizational standards. It also plays a key role in contract administration activities, including supporting change order development, validating contractor payment applications, and maintaining accurate financial and project records within project systems. In addition, this role monitors project budgets, expenditures, and forecasts; produces reporting and analysis to support project and business leadership; and ensures compliance with regulatory, client, and company requirements, including DBE participation and documentation standards. The position provides guidance and training to project staff on document control systems, procedures, and record retention policies, and may mentor and oversee the work of junior staff while contributing to continuous improvement of document management and project controls practices.

Requirements

Associate's degree in relevant field and 9 years relevant experience, or In lieu of degree, 11 years of project controls and/or technical administrative support experience
Ability to organize and think in a structured way
Critical thinker able to see impact of decisions throughout system
Ability to communicate with other staff and management

Nice To Haves

One or more of the following certifications: CSI Construction Documents Technologist (CDT) or equivalent, PMI Project Management Professional (PMP) or equivalent
Experience in 2 or more phases of project lifecycle (e.g., predesign, design, procurement, construction, and post-construction phases)
Experience working as client's PM/CM agent (e.g., providing program management/construction management services), or as part of design-build contractor (or equivalent design and construction experience)

Responsibilities

Defines standards and workflows for document management as well as leads the collection, authorization, publication, storage, retrieval and retention of documents.
Establishes (within corporate or client guidelines) 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.
Manages and audits document control processes and systems to ensure control and availability of documentation to appropriate personnel.
Develops and implements document retention and archival processes that align with HNTB and client needs and comply with applicable laws.
Reviews new and revised documentation for suitability and conformance to HNTB or client standards.
Performs and/or supports quality reviews and audits associated with document controls procedures.
Provides training to project personnel regarding document control and record retention policies, procedures, and project management system use.
Quality controls all doc control deliverables prepared by support staff.
Mentors Document Controls Specialists I, II and III if applicable and may serve as technical lead.
Performs other duties as assigned.