Document Controls Specialist II

Company: HNTB Corporation
Location: Dallas
Posted on: June 12, 2021

Job Description:

What We're Looking For

The time is right to join HNTB! We are seeking a Document Controls Specialist in North Texas. This individual will require exceptional computer proficiency, and organizational & time management skills, as well as strong communication and client service skills while administering the document lifecycle for engineering and construction documents. Administers the collection, authorization, publication, storage and retrieval of documents. Manages document processes and systems to ensure control and availability.

Primary Focus Will Include:

• Review, authorize, and input pay reports
• Maintain accurate and timely document and record databases by logging all incoming and outgoing project records (design Submittals, shop drawings, RFIs, meeting minutes, PCO correspondence, letters, etc.) on various document management software such as SharePoint, ProjectWise, and SiteManager
• Process project documents and maintain document control files in accordance with project document control procedures
• Distribute, transmit, or submit as necessary correspondence, technical records, project test reports, and other records to internal and external personnel
• Read and interpret contract documents to determine the company's obligations with regards to document management.
• Coordinate with Engineers, project managers, and field staff as necessary to ensure records are retrieved, appropriately recorded and stored.
• Ensure consistency in document management procedures across multiple project disciplines
• Develop metrics for reporting status to project leadership
• Interface with document management personnel on the client, contractor, and internal teams
• Participate in Quality Management processes and perform independent audits
• Assists in providing training on documentation and record retention to site personnel
• Review completed project files and compile contract close-out documents
• Create and process monthly contractor payment and change orders

Preferred Qualifications and Skills:

• Construction inspection experience
• 5+ years and experience in recordkeeper role
• Excellent organizational, verbal, and technical written communication skills
• Proficient in Window based software to include Microsoft Excel and Word and cloud-based database systems. Ability to adapt to changing software programs
• Experience with construction project closeout is added advantage
• Proficient in SiteManager
• Materials sampling, testing, and management experience
• Experience in transportation engineering and construction industry
• Strong verbal and written communication skills
• IND

What You'll Need

Essential Responsibilities:

• Administers the collection, authorization, publication, storage and retrieval of documents.
• Administers the document lifecycle (authors, approves, publishes, revises, retires, archives) for engineering and construction documents, including drawings, correspondence, procedures, and forms.
• Prepares electronic document templates. Scans documents, updates procedures and creates documents as required.
• Maintains the master electronic project files. Prepares records for inactive storage according to the Records Retention Schedule. Copies and scan documents as needed to perform distribution and storage duties.
• Manages document processes and systems to ensure control and availability of documentation to site personnel. Reviews new and revised documentation for suitability and conformance to HNTB and client standards, including record retention.
• Performs and/or supports regular audits of document control processes and procedures.
• Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's degree in Engineering, Architecture, Construction Management, or Business
• 2 years related experience
• In lieu of education, 6 years project controls, document control, and/or technical administrative support experience

Additional Information

Click here for benefits information: HNTB Total Rewards

Click here to learn more about EOE including disability and vet

Visa sponsorship is not available for this position.

R-05244 Full Time #AL #ConstructionManagement

Keywords: HNTB Corporation, Dallas , Document Controls Specialist II, Other , Dallas, Texas