Design Administrative Assistant

Position Title: Design Administrative Assistant – Design Department 

Position Location: Remote – work virtually from anywhere in the United States 

Job Summary 

The Design Admin will have the opportunity to interface with the design department in the firm and is part of the Design Team.  The successful candidate will demonstrate problem-solving skills, effective teamwork, respect for deadlines while providing administrative talents, and shall be able to shift between tasks depending on priority.   

The Design Admin will support the Project Manager and Assistant Project Manager with administrative tasks that are routine or have pre-established guidelines.  This person will work under immediate supervision.  

The Design Admin will communicate and operate in line with organizational goals and values, as well as departmental objectives.  

Essential Functions 

Document Organization and Management (30%) 

• Work directly with the Project Management Team to document project conditions, decisions, deadlines, and direction.  Including but not limited to: 

• Meeting Notes 

• Action Item Trackers 

• Decision Logs 

• File and categorize project documents according to project-specific guidelines using tools like Bluebeam Projects and Sessions, SharePoint, and other network file organization. 

• Ensure proper version control of all documents, maintaining the latest versions for review. 

• Update and maintain project logs and reports to reflect the current status of all documents. 

• Archive and maintain historical documentation for future project needs or audits. 

• Manipulate, maintain and expand project specific SharePoint sites on the company intranet. 

Communication and Coordination (30%) 

• Collaborate in an efficient manner with project managers, coordinators, engineers, and other team members to ensure that direction is shared across all parties.  

• Maintain project deadline calendar. 

• Coordinate and schedule meetings between project stakeholders, as needed. 

• Take and distribute meeting notes for all meetings attended. 

• Ensure team workflows are being executed per project guidelines. 

• Project team task tracking leveraging relevant software. 

Quality Control (15%) 

• Ensure that all documents are complete, accurate, and in compliance with project requirements before submission or filing. 

• Assist in the preparation of any required documentation for project closeout. 

• Conduct periodic audits of documentation to ensure consistency and accuracy. 

Administrative and Project Support (15%) 

• Provide general administrative support to the design team, including scheduling meetings, preparing correspondence, and handling other clerical tasks as needed. 

• Support the team in maintaining and updating project schedules, tracking progress on key deliverables. 

• Handle correspondence, including responding to and managing document requests. 

Revit Production (10%) 

• Provide limited, non-technical Revit based support mostly limited to printing of drawings.  Advanced knowledge of Revit is not required.  

Completion of Assigned Tasks and Deliverables on Time and on Budget 

Performs Other Related Duties as Assigned 

Position Requirements (BEGINNER level for all the following unless otherwise noted) 

• Proficiency in AI based tools, and methodologies to use them to increase efficiency. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing documents, tracking data, and effective communication 

• Proficiency in some or all relevant software (Bluebeam Project and Sessions, OneNote, SharePoint, Planner, Revit) 

• 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 facilitate collaboration across teams and communicate effectively with other professionals and project stakeholders 

• Ability to maintain confidentiality and handle sensitive information  

• Ability to work successfully in a remote environment thru 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 

Physical Demands   

The following physical demands must be met by the employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

While performing the duties of this job, the employee is: 

• Frequently required to remain in a stationary position. 

• Frequently moving through home office. 

• May occasionally lift up to 20 pounds. 

Travel Requirements 

• Up to 5%, this may include travel to any or all 50 US states. 

• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc. 

Education / Experience 

• Minimum of two years of experience in a professional office or consulting services environment, preferably in the MEP engineering or construction industry. 

• High school diploma or equivalent; Associates degree in construction management, architecture, or a related field can substitute for a year of experience. 

Benefits

DLB Associates offers a very competitive benefits package; highlights include

• 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

DLB Associates is an EEO/Affirmative Action Employer and participates in the E-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.

Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award-winning team!​

​NOTICE TO THIRD PARTY AGENCIES:

DLB does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to DLB in the absence of a signed Service Agreement where DLB has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of DLB and DLB will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.