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 StatesSalaryDLB recognizes salary ranges from jobboardsdo not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.Job SummaryThe 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 FunctionsGeneral 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 initiativesManage files,facilitatingthe transition to new digital formats, updating templates andstandardizationsand contributing to continuous improvement initiativesProvide technical support to staff for administrative software applicationsPerform word processing, proofreading, spreadsheet dataentryand reportingUpdate specifications filesCreate andmaintaininternal resumesManage proposal processesResearchCompanywide, department events and travel coordinationCoordinate and support company training programs by scheduling, delivering to staff and managing all onboarding traininglogisticsCreate, prepare, track and present internal company-wide meetings including monthly,quarterlyand ad hoc sessionsMaintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracyResearch and purchase employee and client gifts, internal and external SWAG and manage relatedlogisticsto ensuretimelydelivery and adherence to budgetary guidelinesTrack and fulfill document requests ensuring accuracy andtimelycompletionMonitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriatelySpecial Projects as needed, including project management and coordination of small to moderate-scope initiativesExecutive / Director Support (20%)Travel arrangements and booking industry events, including coordination and reservations Email and schedule managementCompany meeting presentation development and conten