Job Information

HNTB Document Control Specialist II in Washington, District Of Columbia

What We're Looking For

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.

Primary Focus Will Include:

  • Manages daily e-mail inquiries and client requests: ensures the requests are promptly replied to, coordinated, and delivered with professionalism and accuracy.

  • Tracks, monitors, maintains and reconciles data and information, generating monthly reports for engineering teams, internal customers, and external customers.

  • Develops and completes procurement records for contract, change orders and modification files.

  • Compiles and completes contract files for auditing and purchase order sourcing.

  • Interfaces with prime consulting firms for proposals, oral presentations and knowledge of customer requirements.

  • Tracks the flow of documents including, but not limited to spreadsheets, proposals and financial reports.

  • Files documents in designated folders on various systems (PeopleSoft, SharePoint).

  • During audits, secures documents for viewing and shred the for security purposes.

  • Maintains and updates database for overhead audit rates of prime consulting firms/subconsultant firms for various disciplines.

  • Interacts with clients and staff using professional, courteous interpersonal skills to provide optimum service.

  • Ensures proper care of sensitive documents, including following procedures for e-mailings, handling, transmitting and communicating these documents.

  • Establishes, maintains, and oversees filing system and records for the department to ensure compliance with guidelines and best practices.

  • Meets deadlines for generating reports, letters, memoranda and other assorted documents required to support the department.

  • Develops and completes procurement records for contract, change orders and modification files.

Preferred Qualifications and Skills:

  • Associates or Bachelor Degree in Business or similar field.

  • Self-starter.

  • Excellent communication skills.

  • Detail-oriented.

  • Good organization skills.

  • Minimum of 1-3 years experience, preferably working in Procurement/Contracts department

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

About Us

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.

Just like we are committed to delivering for our clients, HNTB is also committed to delivering for you by offering benefits to protect the health of you and your family, help you balance family and career, and build your savings for retirement. Learn more at

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.

Work Authorization

Applicants for U.S. based positions with HNTB Corporation must be legally authorized to work in the United States. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is typically not available for entry level positions.

EOE including Disability/Protected Veterans

If you need more information or special assistance for persons with disabilities or limited English proficiency, contact 816-527-2600 or