Document Controls Specialist III

HNTB; Blue Ash (OH); On-site; USD 83,373 - 130,404; Full time

Job summary

HNTB is looking for a Document Control Specialist in Blue Ash, OH. This role involves defining document management standards, maintaining project files, and providing training on document policies. Candidates should have an Associate's degree and 6 years of relevant experience or 8 years in lieu of a degree. Proficiency with document management systems like SharePoint is preferred. The position offers competitive compensation ranging from $83,373 to $130,404 based on qualifications and experience.

Qualifications

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

Responsibilities

• Define standards and workflows for document management.
• Establish document controls strategy, systems, and procedures.
• Maintain the master electronic project files.
• Prepare records for inactive storage according to retention schedules.
• Manage and audit document control processes.
• Provide training to project personnel regarding document control policies.
• Review new and revised documentation for suitability.
• Perform quality reviews and audits associated with document controls.
• Perform other duties as assigned.

Skills

Organizational skills

Critical thinking

Verbal communication

Written communication

Customer service mindset

Relationship building

Education

Associate's degree in relevant field

Tools

Electronic document management systems (EDMS)

SharePoint

ProjectWise

Trimble/eBuilder

Job description

Overview

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.

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 the document controls strategy, systems, and policies and procedures within corporate or client guidelines, including 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.
• Provides 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
• 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.

Location

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

Compensation

The approximate pay range for Ohio is $83,373.48 - $130,404.68. The approximate nationwide pay range for this position is $83,373.48 - $163,005.83. Actual compensation will be dependent on factors, including person’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

Visa Sponsorship

Visa sponsorship is not available for this position.

Equal Opportunity Employer

HNTB is an Equal Opportunity Employer.