Project Administrator I (MEP)

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: 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- Ensure proper version control of all documents,maintainingthe latest versions for review and clearly archiving superseded versions.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 lim