What are the responsibilities and job description for the Strategic Support & Administrative Coordinator position at DLB Associates?
This is a remote position.
Ready to play a critical role in driving innovation and efficiency?
DLB Associates, a leader in engineering and design with over four decades of experience, is looking for a Strategic Support & Administrative Coordinator to drive efficiency, innovation, and collaboration across the organization. In this pivotal role, you'll enhance administrative operations, support groundbreaking initiatives, and work closely with executive teams. If you’re a proactive professional with a passion for process improvement, digital innovation, and strategic support, we want you on our team.
Position Title: Strategic Support & Administrative Coordinator
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 Strategic Support & Administrative Coordinator plays a crucial role in support the development of new initiatives and departments while boosting the organization's administrative efficiency by utilizing advanced digital tools and spearheading ongoing process improvements. This individual will demonstrate strong problem-solving skills, foster collaborative teamwork and maintain a sharp focus on meeting deadlines while contributing significant administrative knowledge to the position. The ideal candidate should be proficient in MS Office Suite, AI tools and database management and capable of handling multiple tasks simultaneously in a dynamic, remote environment.
This role is pivotal in supporting general staff operations, executive functions, and field services, ensuring seamless file management, meticulous document handling, and effective communication. They will work collaboratively with various departments within the company, serving as a key member of the Operations Team. The Strategic Support & Administrative Coordinator will develop close working relationships with the Field Services Group, providing vital support to enhance team efficiency.
The Strategic Support & Administrative Coordinator receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments. Will execute and assist team leadership on projects, tasks or assignments of complex scope. Will work independently or under limited supervision.
The Strategic Support & Administrative Coordinator will communicate and operate in line with organizational goals and values, as well as departmental objectives.
Essential Functions
General Staff Support
Performs Other Related Duties as Assigned
Requirements
POSITION REQUIREMENTS (INTERMEDIATE LEVEL FOR ALL THE FOLLOWING UNLESS OTHERWISE NOTED)
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
DLB Associates offers a very competitive benefits package; highlights include
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.
Ready to play a critical role in driving innovation and efficiency?
DLB Associates, a leader in engineering and design with over four decades of experience, is looking for a Strategic Support & Administrative Coordinator to drive efficiency, innovation, and collaboration across the organization. In this pivotal role, you'll enhance administrative operations, support groundbreaking initiatives, and work closely with executive teams. If you’re a proactive professional with a passion for process improvement, digital innovation, and strategic support, we want you on our team.
Position Title: Strategic Support & Administrative Coordinator
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 Strategic Support & Administrative Coordinator plays a crucial role in support the development of new initiatives and departments while boosting the organization's administrative efficiency by utilizing advanced digital tools and spearheading ongoing process improvements. This individual will demonstrate strong problem-solving skills, foster collaborative teamwork and maintain a sharp focus on meeting deadlines while contributing significant administrative knowledge to the position. The ideal candidate should be proficient in MS Office Suite, AI tools and database management and capable of handling multiple tasks simultaneously in a dynamic, remote environment.
This role is pivotal in supporting general staff operations, executive functions, and field services, ensuring seamless file management, meticulous document handling, and effective communication. They will work collaboratively with various departments within the company, serving as a key member of the Operations Team. The Strategic Support & Administrative Coordinator will develop close working relationships with the Field Services Group, providing vital support to enhance team efficiency.
The Strategic Support & Administrative Coordinator receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments. Will execute and assist team leadership on projects, tasks or assignments of complex scope. Will work independently or under limited supervision.
The Strategic Support & Administrative Coordinator will communicate and operate in line with organizational goals and values, as well as departmental objectives.
Essential Functions
General Staff Support
- 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.
- Provide technical support to staff for administrative software applications
- Provide word processing, proofreading, spreadsheet and data entry and reporting
- Support proposal development and production process
- Assist in coordinating strategic initiatives, launching new departments (procurement, sales, marketing) and addressing challenges to ensure alignment with company objectives
- Book travel arrangements
- Track, coordinate attendance and register staff for industry events, including travel reservations
- Email and schedule management, prioritize tasks, streamline workflows and coordinate meetings with agendas and follow-ups to ensure accountability and efficiency
- Company meeting presentation development and content coordination amongst contributors
- Assist in creating a procurement department, engage data center equipment manufacturers for prepurchase agreements and support vendor research, analysis, negotiations and relationship management
- Expense management and budgeting support
Performs Other Related Duties as Assigned
Requirements
POSITION REQUIREMENTS (INTERMEDIATE LEVEL FOR ALL THE FOLLOWING UNLESS OTHERWISE NOTED)
- Knowledge of administrative support functions including managing files, documenting processes, designing forms and templates using themes and styles, etc.
- Knowledge of continuous process improvement
- Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
- Skilled in booking and arranging travel and events
- Advanced skill using CRM systems like Salesforce to manage client and partner relationships effectively
- Advanced skill using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
- Skilled using artificial intelligence, machine learning and generative artificial intelligence
- Skilled in database administration and analytics
- Skilled using ZoomInfo or comparable database platforms
- Skilled in completing assignments accurately and with attention to detail
- Ability to analyze situations using critical thinking to determine options for path forward
- Ability to maintain confidentiality and handle sensitive information
- Ability to work successfully in a remote environment thru effective communication and organizational skills, self-motivation, self-direction, 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 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
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
- 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.
- Minimum of seven years of experience in an administrative support role, preferable in a technology-driven engineering or consulting services environment
- Minimum of three years supporting C-suite executives including managing sensitive communications, scheduling, and travel logistics.
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)
- Health reimbursement account (HRA), 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
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.
