Expense Processing & Administrative Support Associate

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: Expense Processing & Administrative Support Associate

Position Location: Remote – with ability to access Neptune, NJ mailbox up to 3 times per week

JOB SUMMARY

The Expense Processing & Administrative Support Associate will play a key role in supporting the Accounting Team through the accurate and timely processing of employee expenses and company credit card transactions, as well as providing administrative support. This position will interact with project management, field, and design staff to ensure financial and operational efficiency.

The ideal candidate is highly organized, detail-oriented, and proactive. They must be able to work independently in a remote environment while also managing local administrative responsibilities and supporting internal stakeholders.

ESSENTIAL FUNCTIONS

Expense Processing (70%)

• Administer and maintain the company’s credit card program

• Collect required approvals, process payments in accounting software, and ensure compliance with company policies

• Perform monthly reconciliation of company credit card accounts

• Investigate and resolve discrepancies related to transactions or documentation

• Process employee expense reimbursements in a timely and accurate manner according to company policies

• Perform other expense related administrative processes as needed

Administrative Support (30%)

• Pick up, sort, and distribute company mail from Central Jersey mailboxes (up to three times per week)

• Assist with various administrative tasks including document management, scanning, filing, and maintaining internal records

• Support ad hoc projects and operational tasks from Accounting and other internal departments

• Serve as a point of contact for administrative follow-ups or coordination related to expense activities

Completion of Assigned Tasks

• Ensure all assigned tasks and deliverables are completed accurately, on time, and within scope

• Perform other related duties as assigned

POSITION REQUIREMENTS (INTERMEDIATE LEVEL)

• Proven ability to work effectively in a remote setting through strong communication, time management, and self-direction

• Intermediate knowledge of accounting practices related to expense processing

• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint)

• Strong organizational skills with attention to detail and accuracy

• Excellent written and verbal communication skills

• Ability to manage multiple tasks and deadlines independently

• Reliable and professional with strong follow-through and problem-solving capabilities

PHYSICAL DEMANDS

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodation 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

• On occasion the employee may move equipment weighing up to 25 pounds

TRAVEL / RELOCATION REQUIREMENTS

• Up to 10%, 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

• Minimum of 2 years of experience using accounting software

• Preferred minimum of 2 years of experience working in a professional services firm

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)

• 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 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.