Document Controls Specialist III

HNTB Corporation; Nashville (TN); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

HNTB Total Rewards

Job summary

HNTB Corporation in Nashville, TN is seeking a document control professional to administer the document lifecycle for a major DOT client program. The role focuses on defining standards, workflows, and controls for authoritative documentation, with in-office work at the Nashville downtown location and potential travel to nearby project offices.

You will manage and improve document processes, keep master project files organized, and provide training on retention policies and system use as needed.

Qualifications

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

Responsibilities

• Defines standards and workflows for document management, collecting, authorizing, publishing, storing, and retaining documents.
• Establishes document controls strategy, systems and policies including authoring, approval, publishing, and version control.
• Maintains the master electronic project files.
• Prepares records for inactive storage according to the Records Retention Schedule.
• Copies and scans documents to perform distribution and storage duties.
• Manages and audits document control processes to ensure access and control by appropriate personnel.
• May train project personnel on document control and retention policies and system use.
• Reviews new and revised documentation for conformance to standards.
• Performs quality reviews and audits of document controls procedures.
• Performs other duties as assigned.

Skills

Document management

Records retention

Communication

Team coordination

Education

Associate's degree

Tools

ProjectWise

SharePoint

Job description

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 opportunity entails administering the document lifecycle and processes for an ultra mega program management consultant (PMC) contract, in support of a major DOT client. Responsible for defining standards and workflows for document. Administers the collection, authorization, publication, storage and retrieval of documents. Manages document processes and systems to ensure control and availability. May provide training on documentation and record retention policies, records destruction, SharePoint and ProjectWise, procedures and instructions to site personnel. This position will be based in-office at the HNTB Nashville, TN downtown location with the potential need to travel to a project office near Nashville.

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 and think in a structured way Critical thinker able to see impact of decisions throughout system Ability to communicate with other staff and management

What We Prefer:

One or more of the following certifications: CSI Construction Documents Technologist (CDT) or equivalent, PMI Project Management Professional (PMP) or equivalent 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)

Locations:

Nashville, TN (City Center)

Benefits:

HNTB Total Rewards

Equal Opportunity Employer

Equal Opportunity Employer HNTB is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other status protected by law.

We will provide reasonable accommodations for qualified individuals with a disability where appropriate.

Work Authorization

In compliance with the Immigration Reform and Control Act of 1986, we will only employ qualified individuals legally authorized to work in the United States (if the position is or will be one which is subject to U.S. law). Verification of employment eligibility will be required. HNTB participates in E-Verify Know your rights: Right to Work