Apply on Employer Site

HNTB · 1 month ago

Document Controls Specialist I

Miami, FL

Full-time

Onsite

Entry Level

2+ years exp

HNTB is a company focused on delivering solutions for complex infrastructure projects. They are seeking a Document Controls Specialist I to support the Miami Dade Aviation Department's capital improvement program by managing project documents and ensuring compliance with established procedures.

ConsultingLegalReal Estate

Growth Opportunities

No H1B

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

Qualification

Autodesk Construction CloudSharePoint OnlineDocument controlData entry accuracyMicrosoft Office SuiteDetail-orientedWritten communication

Required

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