Project Administrator I

DLB Associates is a premier engineering and consulting firm specializing in innovative, mission-critical solutions across hyperscale data centers, advanced infrastructure, and high-performance building systems. With over four decades of expertise, we partner with some of the world’s most influential companies to design and optimize environments that demand precision, scalability, and resilience.

Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.

Position Title: Project Administrator I – Design Department

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

Job Summary

The Project Administrator I 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 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• Ensure proper version control of all documents, maintaining the latest versions for review and clearly archiving superseded versions.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