Design Administrative Assistant

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: 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 leverag