Construction Administrative Assistant

DLB Associates; New Jersey; Remote; USD 50,000 - 75,000; Full time

Job summary

DLB Associates is seeking a Construction Administrative Assistant to support their design department. The position requires a team player who possesses strong organizational and communication skills, with the ability to manage document workflows effectively. Work remotely while contributing to mission-critical projects in advanced technology spaces, and enjoy a competitive benefits package, including health, PTO, and professional development opportunities.

Benefits

Comprehensive medical plans

Dental and vision plans

401k with company match

PTO including additional paid time off

Professional development opportunities

Qualifications

• Minimum of five years of experience in a professional office environment.
• Demonstrated proficiency in construction management software.
• Strong organizational skills and the ability to work under pressure.

Responsibilities

• Download and organize project documents and ensure proper version control.
• Collaborate with team members and communicate issues with General Contractors.
• Ensure compliance with contractual and regulatory requirements regarding documentation.

Skills

Document Organization

Communication

Proficiency in construction management software

Interpersonal Skills

Attention to Detail

Education

High school diploma or equivalent; Associate's degree in construction management

Tools

Procore

Helix

Microsoft Office Suite

Job description

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This is a remote position.

Are you ready to make an impact with a leading innovator in consulting and design engineering? With over 4 decades of industry experience, DLB Associates is seeking a dynamic Construction Administrative Assistant to support our mission-critical projects which include some of the most advanced technology spaces worldwide.

Position Title: Construction Administrative Assistant – Design Department

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

Job Summary

The Construction Administrative Assistant 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 and with respect for deadlines while providing administrative talents.

The Construction Administrative Assistant will receive general instructions on routine work, detailed instructions on new projects, tasks or assignments. May work independently, consistently exercising discretion and independent judgment on individual work, or may work under immediate supervision. May serve as lead on routine projects, tasks or assignments of limited scope.

The Construction Administrative Assistant will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

Document Organization and Management (40%)

• Download submittals, RFIs, and other relevant documents from the General Contractor’s online portal (e.g., Procore, Helix, etc.).
• File and categorize these documents according to project-specific guidelines.
• Ensure proper version control of all documents, maintaining the latest versions for review.
• Maintain accurate records of all received submittals and RFIs, including dates of receipt and deadlines for responses.
• Track the status of all submittals and RFIs to ensure timely processing and response.
• 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.
  
  

Communication and Coordination (30%)

• Collaborate with project managers, coordinators, engineers, and other team members to ensure that submittals and RFIs are reviewed and responded to within required timeframes.
• Return reviewed and approved documents via the General Contractor’s online portal.
• Communicate with the General Contractor regarding any issues or delays in document processing.
• Act as a liaison between vendors, subcontractors, and internal teams to facilitate smooth document workflows.
• Coordinate and schedule meetings between project stakeholders, as needed.
  
  

Quality Control (15%)

• Ensure that 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.
• Review and verify compliance with contractual requirements, regulatory standards, and safety guidelines.
• Conduct periodic audits of documentation to ensure consistency and accuracy.
  
  

Administrative and Project Support (15%)

• Provide general administrative support to the construction administration 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.
  
  

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

Requirements

POSITION REQUIREMENTS (INTERMEDIATE LEVEL FOR ALL THE FOLLOWING UNLESS OTHERWISE NOTED)

• Proficiency in construction management software (e.g., Procore, Helix) and demonstrated ability to navigate and utilize industry-specific tools for document control, tracking, and collaboration
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing documents, tracking data, and effective communication
• Knowledge of construction documents, processes, and terminology to aid in the efficient handling and management of submittals, RFIs, and related project documentation (Basic level)
• 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 General Contractors 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
  
  

PHYSICAL DEMANDS

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations 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 five years of experience in a professional office or consulting services environment and providing construction administration support
• High school diploma or equivalent; Associate's degree in construction management, architecture, or a related field can substitute for a year of experience
  
  

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!

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)
• Health reimbursement account (HRA), 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
  
  

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Industries

  Industrial Machinery Manufacturing

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