Document Controls Specialist II

Job Location US-NJ-Newark
Job ID 1017-17056
HNTB Job Title
Document Controls Specialist II
Position Type
Regular Full-Time
Project Controls

Why Choose HNTB?

For more than a century, HNTB has helped deliver infrastructure solutions that best meet the unique needs of our clients. With client relationships spanning decades, we understand infrastructure life cycles and have the perspective to solve technical challenges with clarity and imagination. We are far more than a design firm. We see and help address far-reaching issues of financing, legislation, design, construction, community outreach and ongoing operations. As employee-owners committed to the highest levels of performance, we enable clients to achieve their goals and inspiring visions.

At HNTB, we’re encouraged to go beyond discovering mere solutions that will impact our very landscape. We are encouraged to ask, “What if?” Our HNTB family fosters an inventive and resourceful commitment to finding unique answers to complex problems. We believe that the act of wondering sparks creativity. We will work to foster your creativity, career and personal growth. Come join HNTB and unleash your spark of imagination.

For you, “together” can mean the chance to put together an exciting career. At HNTB “together” also means collaborating across geographies and disciplines within the firm. And “together” means that we are partners with our clients. Our goals are linked, and their success is our success. “Together” means that we are engaged in the communities we serve — we live there — and are committed to their growth and development.


The time is right to join HNTB Corporation!  HNTB is currently seeking a Document Control Specialist in our Newark, NJ office.

Job Summary

Administers the document lifecycle for engineering and construction documents. 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.

Essential Responsibility

  • 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.

Additional Responsibilities

- Monitor compliance with the Company’s document control procedures and requirements, control deviations and follow up their correction
- Assist in training staff in the Company’s document control processes and associated tools
- Check incoming documents for readiness prior processing
- Update registers and the Electronic Content Management System (ECMS) for the documents being processed
- Distribute documents by hard copy and electronic means, including arranging copies
- Reporting on document control processes
- Administer the document lifecycle (author, approve, publish, revise, retire, archive) engineering, Construction documents and other business policies and procedures.
- Prepare electronic document templates.
- Support in the performance of quality reviews and audits
- Assist in other related tasks as requested by the Document Control Manager

Basic Qualification

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

Preferred Qualification/Skills

CDT (Construction Documents Technician) or equivalent
- Strong understanding and capabilities in utilizing naming and numbering conventions for receiving, recording, filing, transferring, transmitting, retrieving and archiving documents;
- Must be able to Identify errors, problems, or non-standard situations and suggest alternatives;
- Must possess the ability to understand the underlying document control principles involved and a strong initiative to apply them
- Must possess character traits of being accurate, meticulous, proactive, efficient, self-organizing, a team player
- Must be proficient in common software, particularly MS Office; training for ECMS software is provided
- Experience in construction works and familiarity
- SharePoint user knowledge a plus

General Work Conditions

Office Environment: Work is generally performed in an office environment in which there is only minimal exposure to potentially unpleasant working conditions. Incumbent must have the ability to stand and sit frequently, and reach horizontally as well as vertically for overhead use.

HNTB Corporation is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran. 

The HNTB Companies are an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, marital status, genetic information, citizenship status, or other status protected by law.  In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law). We will provide reasonable accommodation for qualified individual with a disability where appropriate.


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