Document Controls Specialist II

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 position works closely with our client Miami Dade Aviation Department (MDAD) serving as a project document controls coordinator within MDAD's capital improvement program (CIP) and ensures consistent application of document management standards across MDAD's programs. Provides support to project teams by managing all controlled documentation in Autodesk Construction Cloud (ACC) and SharePoint, coordinating submittal workflows, and enforcing quality assurance for project records. Expected to train junior staff, enforce standards, and coordinate with external consultants.

Primary Functions

Manage all document control activities for assigned projects.

Configure and maintain folder structures, permissions, and approval workflows in ACC.

Track submittals, RFIs, design reviews, and closeout documentation.

Verify adherence to document control SOPs and naming conventions.

Coordinate with contractors, consultants, and internal staff on documentation status.

Assist in training and mentoring entry-level staff and project team members.

Key Responsibilities

Perform quality control checks on document uploads, metadata, and version control.

Prepare monthly compliance reports and contribute to audit reviews.

Manage document handover packages for project closeout and digital twin integration.

Serve as liaison between Program Controls, IT, and project stakeholders for document-related issues.

Recommend process improvements to the Process Standardization & Program Controls manager, SOP drafts and training agendas.

Reports to Produce

Monthly Document Control Compliance Report (accuracy, versioning, overdue items).

Weekly Project Document Workflow Summary (open RFIs / submittals).

Closeout Package Verification Checklist.

ACC System Permissions and Folder Structure Audit Report.

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.

May assist in providing training to project personnel regarding document control and record retention policies, procedures, and project management system use.

Performs and / or supports regular audits of document controls processes and procedures.

Performs other duties as assigned.

What You'll Need :

Associate's degree in relevant field and 3 years of relevant experience, or

In lieu of degree, 5 years project controls, document control, and / or technical administrative support experience

What You'll Bring :

Proficient in Autodesk Construction Cloud (Docs / Build / Insight) and SharePoint Online.

Strong knowledge of document numbering systems, metadata standards, and QA / QC practices.

Excellent organizational and analytical skills.

Familiarity with digital workflows, submittal routing, and revision tracking.

Ability to train and support others in system use.

What We Prefer :

Autodesk Certified Professional - ACC Docs or equivalent.

PMP or CMIT credential a plus.

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.

#AJ #ProjectControls #ProgramManagement

Locations : Miami, FL

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.

Job Type : Regular

Full / Part Time : Full time

Job Category : Project Controls Group

ReqID : R-28303