Project Administrator I (MEP)

Position Title

Project

Administrator

I (MEP) – Design Department Position Location:

Remote

• –
• work
• virtually from
• anywhere in the United States Job Summary 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the latest versions for review and clearly archiving superseded versions.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.
Completion of Assigned Tasks and Deliverables on Time

and on

Budget. Position Requirements (BEGINNER

level for all the following unless otherwise noted) 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
The following physical demands must be met by the employee to successfully perform the essential functions of this job.

Reasonable

accommodation

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, 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
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
CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is DLB's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.
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.

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.