Administrative Specialist

Position Title: Administrative Specialist  

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

Salary 

DLB recognizes salary ranges from job boards do 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 by utilizing advanced software, applications and digital tools to streamline processes and support ongoing improvements. The ideal candidate brings strong technical proficiency, including expertise in MS Office Suite, database management and 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, sound judgment and 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 to established team processes and directives. At the same time, they are expected to identify opportunities to refine and improve these processes contributing to the continuous advancement of departmental efficiency. They support both executive functions and general staff operations through accurate file management, effective communication and seamless coordination across departments. 

As a member of the Operations Team, the Specialist collaborates closely with colleagues across the organization, building strong relationships and ensuring work is aligned with company goals, values and departmental objectives. Success in this position depends on the ability to balance multiple priorities, pivot quickly in response to changing needs and 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—identifying issues early and surfacing them at the right moment—while holding quality, accuracy and follow-through steady regardless of workload. The successful candidate will learn, adopt and consistently operate within DLB’s communication standards, iterative process framework and 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 and assist leadership on projects of complex scope.  They will work independently or under limited supervision. 

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

Essential Functions 

General Staff Support (80%) 

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

• Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives 

• Provide technical support to staff for administrative software applications 

• Perform word processing, proofreading, spreadsheet data entry and reporting 

• Update specifications files 

• Create and maintain internal 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 training logistics 

• Create, prepare, track and present internal company-wide meetings including monthly, quarterly and 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 related logistics to ensure timely delivery and adherence to budgetary guidelines 

• Track and fulfill document requests ensuring accuracy and timely completion 

• 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 

• Assist with 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 tasks required for 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, machine learning and generative artificial intelligence 

• Skill in completing assignments accurately and with attention to detail 

• Skill in typing with minimal errors 

• 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 analyze and prepare documents, reports and 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 consistently operate within DLB’s established communication standards, process framework and 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 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 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.