Design Admin, Contracts Process at DLB Associates

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:DesignAdmin, Contracts Process
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.

JOBSUMMARY

The DesignAdmin, Contracts Processserves as the primary connection point between Design Project Managers and the Contracts team. This roleis responsible forsupporting contract-related workflows within the design project lifecycle by ensuring Project Managers follow established processes, timelines, and documentation requirements whenengagingthe Contracts team.

The position focuses on coordination, compliance, and communication rather than contract drafting or legal negotiation. The Liaison helps translate project needs into complete andaccuratecontract inputs, tracks contract status, and ensures adherence to internal procedures. This role interactsfrequentlywith Design Project Managers, the Contracts team, and other internal stakeholders to promote consistency, efficiency, and risk-aware project execution.

TheDesign Admin, Contracts Processreceives limited direction on day-to-day work and general instruction on new initiatives or process changes. The roleoperatesindependently, manages multiple concurrent projects, and supports leadership on assignments of moderate to complex scope.

TheDesign Admin, Contracts Processcommunicates and operates in alignment with organizational goals and values, as well as departmental objectives.

ESSENTIAL FUNCTIONS

Project Manager and Contracts Team Liaison (45%)

• Act as the primary point of contact between Design Project Managers and the Contracts team for contract-related coordination.

• Guide Project Managers through established processes for initiatingcontractrequeststo the Contracts team.

• Ensure required information, documentation, and approvals are complete andaccuratebefore submission to the Contracts team.

• Track contract progress and proactively communicate status updates, issues, and next steps to Project Managers.

• Support resolution of process-related questions by interpreting internal guidelines and escalating asappropriate.

Contract Process Compliance and Administration (30%)

• Ensure design projectscomply withcompany standards for contract engagement, documentation, and timing.

• Coordinate amendments, renewals, and contract changes from a process and documentation perspective.

• Use the Contract Team’s existing tracking and filing workflows to generate contract-related data for internal reporting and visibility.

• Assistin managing client information portals and annual contract-related requirements as directed.

Internal Coordination and Risk Awareness (15%)

• Collaborate with the Contracts team toidentifyprocess gaps, recurring issues, or upstream risks related to project initiation.

• Support internal review workflows by ensuring contract inputs align with company policies and approved templates.

• Assistin dispute prevention by helping Project Managers understand contractual obligations, milestones, and constraints ata high level, without providing legal interpretation.

Administrative Support and Process Improvement (10%)

• Prepare documentation and summaries to support internal reviews or audits related to contract processes.

• Provide reporting to management on contract workflow status, bottlenecks, and compliance trends.

• Contribute to refinement of systems, tools, and templates used to managedepartmentcontract workflows.

• Provide guidance and informal training to Project Managers on best practices for engaging the Contracts team.

Completion of assigned tasks and deliverables on time and on budget

Performs other related duties as assigned

POSITION REQUIREMENTS (INTERMEDIATE LEVEL UNLESS OTHERWISE NOTED)

• Knowledge of administrative and clerical procedures, including document management and records control

• Working knowledge of contract structures, terminology, and internal approval workflows

• Understanding of compliance-driven processes in a professional services or consulting environment
  Skilled in coordinating across teams and managing workflows involving multiple stakeholders
  Skilled in organizing, tracking, andmaintainingaccurateproject and contract documentation

• Advanced skill in MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)

• Strong attention to detail and accuracy

• Ability to manage multiple projects simultaneously while meeting deadlines

• Ability to communicate effectively in both oral and written form with technical and non-technical audiences

• Ability tomaintainconfidentiality and handle sensitive information appropriately

• Ability to work successfully in a remote environment with strong organizational and communication skills

• Ability to work independently and as part of a cross-functional team

• Strong organizational and prioritization skills with the ability to adapt to changing business needs

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

• Experience in a professional officeadministrative roleor consulting services environment.

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

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.