Note: The job is a remote job and is open to candidates in USA. DLB Associates is a premier engineering and consulting firm specializing in innovative solutions across various sectors. The Project Administrator I will provide project administrative support across both design and construction phases, ensuring effective communication and organization within the Design Department.
Responsibilities
- Work with project managers and coordinators to capture and organize project conditions, key decisions, deadlines, and direction in meeting notes, action-item trackers, and decision logs
- Log, file, and maintain incoming and outgoing project documents, including drawings, specifications, RFIs, submittals, and meeting records, using approved naming and filing standards
- Ensure proper version control of all documents, maintaining the latest versions for review and clearly archiving superseded versions
- Update and maintain document and correspondence logs so that project teams can see current status at a glance
- Archive and maintain historical documentation to support future project needs, audits, and closeout
- Maintain and update project-specific SharePoint or similar document repositories, including folder structures, permissions (as directed), and links used by the team
- Collaborate with project managers, coordinators, engineers, and other team members to ensure that project direction, decisions, and deadlines are clearly documented and circulated
- Maintain project deadline calendars and assist in tracking key milestones and deliverable dates, including internal and external submission targets
- Download RFIs, submittals, and other construction-phase documents from client or contractor portals, enter key information into tracking tools, and route items to the appropriate team members according to standard procedures
- Return reviewed and approved documents via client- or contractor-specific portals, ensuring files are correctly named and posted to the right locations
- Coordinate and schedule internal and external project meetings, including sending calendar invitations and sharing relevant materials
- Take and distribute meeting notes for meetings attended, capturing decisions, action items, and due dates and updating trackers as directed
- Send routine, process-focused communications such as document transmittals, upload confirmations, and schedule reminders using approved templates and guidelines
- Check documents for completeness, correct file naming, and basic formatting before submission or filing, and flag discrepancies for project leads
- Assist in preparing documentation for project closeout, including compiling final drawing sets, specifications, and key correspondence
- Perform periodic spot-checks of document organization and logs to support consistency, accuracy, and audit readiness
- Provide limited, non-technical Revit-based support, primarily related to printing or exporting drawings and assembling drawing sets; advanced modeling knowledge is not required
- Provide general administrative support to project teams, including scheduling meetings, preparing correspondence, and handling other clerical tasks as needed
- Support project teams in maintaining and updating high-level project schedules or trackers as directed, including recording progress against key deliverables
- Handle routine project correspondence, including responding to and managing document requests within defined guidelines
- Use Microsoft Office applications and project platforms to prepare, format, and organize project information and reports
- Use AI-based tools and automation methods to improve the efficiency of routine administrative tasks such as document formatting, basic data extraction, and drafting standard communications
- Complete assigned tasks and deliverables on time and on budget
- Perform other related duties as assigned
Skills
- Proficiency in AI-based tools and methodologies to increase efficiency in administrative and documentation tasks
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing documents, tracking data, and effective communication
- Familiarity with project and construction platforms used for document control, tracking, and collaboration (training will be provided)
- Skill in organizing and maintaining documents with attention to detail and accuracy in categorizing, filing, and version control of project documentation
- Strong communication and interpersonal skills to support collaboration across teams and communicate effectively with project stakeholders
- Ability to maintain confidentiality and handle sensitive information
- Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness, and resourcefulness in a distraction-free workspace
- Ability to maintain neat, orderly, complete documents and project files
- Ability to work successfully as a member of a team and independently with supervision
- Ability to work under pressure and meet close deadlines
- Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements as necessary
- Minimum of two years of experience in a professional office or consulting services environment, with exposure to project or construction administration support
- High school diploma or equivalent; an associate degree in construction management, architecture, engineering technology, or a related field can substitute for one year of experience
Benefits
- Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
- Flex spending accounts (FSA)
- Dental and vision plans
- Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
- 401k with company match and self-directed brokerage account option
- PTO including additional paid time off during the last week of the year
- Company paid life insurance coverage for employees and their eligible dependents
- Short and long-term disability, AD&D coverage
- Professional development opportunities, tuition reimbursement and professional licensing assistance
- Paid parental leave after one year of employment
Company Overview