Design Administrative Assistant

DLB Associates; Houston (TX); Remote; USD 40,000 - 60,000; Full time

Job summary

Join a leading company in the AEC industry as a Design Administrative Assistant. This remote position offers an opportunity to support creative teams by managing documents, coordinating project communications, and helping with administrative tasks. Candidates should be detail-oriented and proactive with strong communication skills. Enjoy a competitive benefits package and a dynamic work environment from anywhere in the United States.

Benefits

Comprehensive medical plans

401k with company match

Paid parental leave after one year of employment

Professional development opportunities

PTO including additional paid time off

Qualifications

• Minimum of two years of experience in a professional office.
• Proficiency in AI based tools.
• Ability to maintain neat, orderly documents.

Responsibilities

• Document organization and management supporting project teams.
• Collaborate with various stakeholders to maintain project timelines.
• Quality control to ensure compliance with requirements.

Skills

Organizational skills

Communication

Attention to detail

Proficiency in Microsoft Office Suite

Problem-solving

Education

High school diploma or equivalent

Associates degree in construction management or related field

Job description

This is a remote position.

Are you highly organized, detail-oriented, and excited to support creative teams in a fast-paced environment? We’re looking for a Design Administrative Assistant who thrives in managing documents, coordinating project communications, and keeping cross-functional teams aligned. If you're tech-savvy, proactive, and ready to be an integral part of a dynamic design department, we’d love to meet you.

Position Title: Design Administrative Assistant – Design Department

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

Job Summary

The Design 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 respect for deadlines while providing administrative talents.

The Design Administrative Assistant will rely on instructions and pre-established guidelines to perform the functions of the job. This person will work under immediate supervision.

The Design Administrative Assistant 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.
• 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 with project managers, coordinators, engineers, and other team members to ensure that direction is shared across all parties.
• Maintain project deadline calendar.
• Return reviewed and approved documents via client specific online portal.
• Coordinate and schedule meetings between project stakeholders, as needed.
• Take and distribute meeting notes for all meetings attended.
  
  

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 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 (10%)

• Provide limited, non-technical Revit based support mostly limited to printing of drawings. Advanced knowledge of Revit is not required.
  
  

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

Requirements

Position Requirements

• 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
• 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
  
  

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 two years of experience in a professional office or consulting services environment and providing construction administration support.
• High school diploma or equivalent; Associates degree in construction management, architecture, or a related field can substitute for a year of experience.
  
  

Benefits

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
  
  

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.