DLB Associates

Design Administrative Assistant

DLB Associates

full-time

Posted on:

Location Type: Remote

Location: United States

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About the role

  • Document Organization and Management: Work directly with the Project Management Team to document project conditions, decisions, deadlines, and direction including 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: Collaborate efficiently with project managers, coordinators, engineers, and other team members to ensure that direction is shared across all parties.
  • Maintain project deadline calendar and coordinate 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: Ensure 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: 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: Provide limited, non-technical Revit based support mostly limited to printing of drawings.

Requirements

  • 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.
  • 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
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
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
document organizationversion controlproject documentationdata trackingquality controlRevit supportAI based toolsMicrosoft Office SuiteBluebeam ProjectsSharePoint
Soft Skills
communicationinterpersonal skillsorganizational skillsattention to detailself-motivationproactivenessresourcefulnessability to work under pressureteam collaborationadaptability
Certifications
Associates degree in construction managementAssociates degree in architecture