Project & Process Assistant

Administrative Assistant

designBLD | In Person

Company Overview

designBLD is a forward-thinking design and construction firm committed to delivering innovative building solutions through quality, efficiency, and innovation.

Position Summary

designBLD is seeking an organized, tech-savvy, and proactive Administrative Assistant to support our Civil Design team. This role extends beyond traditional administrative support — the ideal candidate will assist project managers with daily operations while managing systems that track project progress, deadlines, documentation, and team coordination.

We are looking for someone who is highly organized, process-driven, and excited about technology, including the use of AI tools and automation to improve efficiency, workflows, and communication across the organization.

Key Responsibilities

• Administrative & Team Support
• Support project managers with scheduling, meeting coordination, and day-to-day administrative tasks
• Prepare agendas, meeting notes, reports, and project documentation
• Organize and maintain digital files, contracts, and project records
• Manage communication with clients, vendors, and internal teams

Project Tracking & Coordination

• Maintain and manage project tracking systems, deadlines, and progress reports
• Help ensure projects stay on schedule through strong coordination and follow-up
• Assist with proposals, document formatting, and quality control
• Support project kickoff, milestone tracking, and closeout processes

Systems, Technology & Process Improvement

• Develop and improve internal workflows, checklists, and standard operating procedures
• Assist with implementation of new software, digital tools, AI solutions, and automation systems
• Help optimize project dashboards, reporting tools, and communication systems
• Identify opportunities to improve efficiency through technology and process innovation

Innovation & Growth

• Stay open to learning and utilizing AI tools, automation platforms, and evolving business technologies
• Support leadership in improving operational systems and digital transformation initiatives
• Take initiative in learning company operations, industry practices, and new technologies

Qualifications

• Strong organizational, multitasking, and deadline management skills
• Excellent communication and customer service abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience utilizing Smartsheet is a plus
• Comfortable learning new software, digital platforms, and AI-based tools
• Interest in technology, process improvement, and operational efficiency
• Previous experience in administrative support, office management, or project coordination preferred
• Strong problem-solving abilities and attention to detail
• Team-oriented mindset with excellent coordination skills

Ideal Candidate Traits

• Organized and systems-driven
• Tech-savvy and adaptable
• Interested in AI, automation, and process improvement
• Strong communicator and coordinator
• Positive, growth-oriented, and proactive

Benefits

• 401(k) with matching
• Health, Dental & Vision Insurance
• Paid Time Off
• Flexible Schedule

Schedule

• Full-time
• Monday to Friday
• 8-hour day shift
• Flexible Scheduling

Work Location

• In person

Job Type: Full-time

Pay: $20.00 - $32.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person