Document Controls Specialist III

What We're Looking For

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 role administers the document lifecycle for engineering and construction documentation, ensuring documents are properly collected, reviewed, authorized, finalized, stored, and retrievable in accordance with client requirements and policies. You will manage document control processes and work closely with systems to ensure accuracy, compliance, and availability of project records, while applying and supporting consistent document control standards and workflows across projects.

The position also supports the client and project teams through training and guidance on documentation practices, record retention policies, recovery, and related procedures and instructions, serving as a knowledgeable resource for document control processes and system utilization.

What You’ll Do:

• 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.
• Maintains the master electronic project files.
• Prepares records for inactive storage according to the Records Retention Schedule. Copies and scans documents as needed to perform distribution and storage duties.
• Manages and audits document control processes and systems to ensure control and availability of documentation to appropriate personnel.
• May provide training to project personnel regarding document control and record retention policies, procedures, and project management system use.
• 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.
• Performs other duties as assigned.

What You’ll Need:

• Associate's degree in relevant field and 6 years relevant experience, or
• In lieu of degree, 8 years of project controls and/or technical administrative support experience

What You'll Bring:

• Ability to organize information and apply structured approaches to managing complex documentation.

• Critical thinking skills to understand the project and client impact of documentation decisions.

• Strong written and verbal communication skills to collaborate with project teams, consultants, and clients.

• Ability to prioritize work, manage competing demands, and maintain accuracy in support of active project teams.

• Customer‑service mindset with experience supporting project teams and clients through guidance, training, and responsive document control support.

• Ability to build effective working relationships and serve as a trusted resource for document control needs.

What We Prefer:

• Experience working on large infrastructure projects.

• Proficiency with electronic document management systems (EDMS) such as SharePoint, ProjectWise, Trimble/eBuilder, or similar platforms.

• Working knowledge of document lifecycle management, including submittals, version control, transmittals, and project closeout/turnover.

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about Equal Opportunity Employer/Disability/Veteran

Visa sponsorship is not available for this position.

#SR #Administration #ConstructionManagement

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Locations:

Blue Ash, OH (Cincinnati), Cincinnati, OH (Brent Spence Bridge Project)

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The approximate pay range for Ohio is $83,373.48 - $130,404.68. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

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The approximate nation wide pay range for this position is $83,373.48 - $163,005.83. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

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NOTICE TO THIRD-PARTY AGENCIES:

HNTB does not accept unsolicited resumes from recruiters or agencies.  Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB.  HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.