Administrative Specialist

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:Administrative Specialist

Position Location:Remote - workvirtually fromanywhere in the United States

Salary

DLB recognizes salary ranges from jobboardsdo not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.

Job Summary

The Administrative Specialist plays a crucial role in boosting organizational efficiency byutilizingadvanced software,applicationsand digital tools to streamline processes and support ongoing improvements. The ideal candidate brings strong technicalproficiency, includingexpertisein MS Office Suite, databasemanagementand AI tools, applying these skills to strengthen day-to-day operations and enhance team performance.

This role operates in a fast-paced environment where priorities frequently shift, requiring adaptability, soundjudgmentand problem-solving ability. The Specialist manages a wide range of responsibilities, from routine administrative tasks to complex projects, working independently or under limited supervision while adhering toestablishedteam processes and directives. At the same time, they are expected toidentifyopportunities to refine and improve theseprocessescontributing to the continuous advancement of departmental efficiency. They support both executive functions and general staff operations throughaccuratefile management, effectivecommunicationand seamless coordination across departments.

As a member of the Operations Team, the Specialist collaborates closely with colleagues across the organization, building strongrelationshipsand ensuring work is aligned with company goals,valuesand departmentalobjectives. Success in this position depends on the ability to balance multiple priorities, pivot quickly in response to changingneedsand consistently deliver results with efficiency and professionalism in a remote setting.

Ownership is central to this role. The Administrative Specialist is expected to exercise critical thinking and independent judgment—identifyingissues early and surfacing them at the right moment—while holding quality,accuracyand follow-through steady regardless of workload. The successful candidate will learn,adoptand consistentlyoperatewithin DLB’s communication standards, iterative processframeworkand project-tracking tools.

The Administrative Specialist will receive limited direction on day-to-day work and general instruction on new projects or assignments and will execute andassistleadership on projects of complex scope. They will work independently or under limited supervision.

The Administrative Specialistwill communicate andoperatein line with organizational goals and values, as well as departmentalobjectives.

Essential Functions

General Staff Support (80%)

• Support the software-defined organization by managing files,facilitatingthe transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives

• Manage files,facilitatingthe transition to new digital formats, updating templates andstandardizationsand contributing to continuous improvement initiatives

• Provide technical support to staff for administrative software applications

• Perform word processing, proofreading, spreadsheet dataentryand reporting

• Update specifications files

• Create andmaintaininternal resumes

• Manage proposal processes

• Research

• Companywide, department events and travel coordination

• Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding traininglogistics

• Create, prepare, track and present internal company-wide meetings including monthly,quarterlyand ad hoc sessions

• Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy

• Research and purchase employee and client gifts, internal and external SWAG and manage relatedlogisticsto ensuretimelydelivery and adherence to budgetary guidelines

• Track and fulfill document requests ensuring accuracy andtimelycompletion

• Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately

• Special Projects as needed, including project management and coordination of small to moderate-scope initiatives

Executive / Director Support (20%)

• Travel arrangements and booking industry events, including coordination and reservations

• Email and schedule management

• Company meeting presentation development and content coordination amongst contributors

• Expense management

• Special projects for Departmental Directors

• Assistwith professional licensing

Completion of Assigned Tasks and Deliverables on Time and on Budget

• Performs Other Related Duties as Assigned

Position Requirements (Intermediate level for all the following unless otherwise noted)

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology

• Knowledge of booking and arranging travel and events

• Demonstrate continued and progressive knowledge of administrative tasksrequiredfor an engineering firm

• Advanced skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)

• Skill using artificial intelligence, machinelearningand generative artificial intelligence

• Skill in completing assignments accurately and with attention to detail

• Skill in typing with minimal errors

• 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 analyze and prepare documents,reportsand correspondence

• Ability to communicate effectively in both oral and written form (technical and non-technical information)

• Ability to work successfully as a member of a team and independently or under limited 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

• Ability to communicate status proactively, keeping managers and stakeholders informed

• Willingness to learn and consistentlyoperatewithin DLB’s established communication standards, processframeworkand project-tracking tools

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 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, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

Education / Experience

• Minimum of seven years of experience in a professional office or consulting services environment and providing executive level support

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.

Originally posted on Himalayas