Project Administrator I (MEP)

DLB Associates; United States; Remote; USD 50,000 - 65,000; Full time

Benefits offered by this job

Medical plans

FSA

Dental & Vision

401k with match

PTO

Life insurance

Disability

Tuition reimbursement

Parental leave

Job summary

DLB Associates is seeking a Project Administrator I (MEP) for its Design Department. This remote position supports the design and construction phases, coordinating documents, meetings, and communications across the team.

You will manage project records, maintain versioned files, and utilize AI-assisted tools to streamline tasks while ensuring deadlines are met and budgets are respected. Travel is minimal.

Qualifications

• Minimum of two years of experience in a professional office or consulting services environment.
• Exposure to project or construction administration support.
• HS diploma or equivalent; associate degree may substitute for one year of experience.

Responsibilities

• Capture and organize project conditions, decisions, deadlines in notes and trackers.
• Log, file, and maintain project documents using approved naming and filing standards.
• Maintain version control and archive superseded documents.
• Update document logs for current status visibility.
• Maintain project SharePoint/document repositories and permissions.
• Coordinate and schedule internal and external project meetings.
• Take and distribute meeting notes; track decisions and due dates.
• Use AI-based tools to improve routine administrative tasks.

Skills

AI tools

MS Office

Document platforms

Document organization

Communication

Confidentiality

Remote work

Document maintenance

Teamwork

Deadline management

Multitasking

Education

High school diploma or equivalent

Associate degree in construction management, architecture, engineering technology, or related field

Job description

Position Title: ProjectAdministratorI(MEP)– Design Department

Position Location: Remote–workvirtually fromanywhere in the United States

Job Summary

TheProjectAdministratorI (MEP) will have the opportunity tointerface withthe Design Department and is part of the Design Team.The successful candidate willdemonstrateproblem-solving skills, effective teamwork, and respect for deadlines while providing project administrative support across both design and construction phases.

The ProjectAdministrator I(MEP) will rely on instructions and pre-established guidelines to perform the functions of the job and will work under immediate supervision.The ProjectAdministrator Iwill communicate andoperatein line with organizational goals and values, as well as departmentalobjectives.

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, andmaintainincoming and outgoing project documents, including drawings, specifications, RFIs, submittals, and meeting records, using approvednamingand filing standards.
• Ensure proper version control of all documents,maintainingthe latest versions for review and clearly archiving superseded versions.
• Update and maintain document and correspondence logs so that project teams can seecurrent statusat a glance.
• Archive andmaintainhistorical documentation to support future project needs, audits, andcloseout.
• 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 theappropriate teammembers 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.
• Assistin 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 notrequired.

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 inmaintainingand 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)

• Proficiencyin AI-based tools and methodologies to increase efficiency in administrative and documentation tasks.
• Proficiencyin 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 andmaintainingdocuments with attention to detail and accuracy in categorizing, filing, and version control of project documentation.
• Strong communicationand interpersonal skills to support collaboration across teams and communicate effectively with project stakeholders.
• Ability tomaintainconfidentiality 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 tomaintainneat, 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.Reasonableaccommodationmay 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 throughhomeoffice.
• May occasionallylift upto 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,meetingfor 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.

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.