[Hiring] Project Administrator I @DLB Associates

Role Description

The Project Administrator I (MEP) will have the opportunity to interface with the Design Department and is part of the Design Team. The successful candidate will demonstrate problem-solving skills, effective teamwork, and respect for deadlines while providing project administrative support across both design and construction phases. The Project Administrator I (MEP) will rely on instructions and pre-established guidelines to perform the functions of the job and will work under immediate supervision. The Project Administrator I will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

• Document Organization and Management (35%):
  • 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  • Ensure proper version control of all documents, maintaining the latest versions for review and clearly archiving superseded versions.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.
• Communication, Coordination, and Construction-Phase Tracking (30%):
  • 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.
• Quality Control and Revit / Drawing Support (20%):
  • 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.
• Administrative and Project Support (15%):
  • 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.

Qualifications

• 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.

Physical Demands

• 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, 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.