Job hunting can feel like a full-time job in itself. Preparation is key whether you’re entering the workforce for the first time or seeking a career change. Based on extensive hiring experience, these tips can help you stand out and make a strong impression.

Research Before You Apply

Understanding the firm you’re applying to is crucial. Visit their website and look for:

• What they do: Familiarize yourself with their products, services, and industry.
• Company culture: Check for a culture or careers page.
• Clients: Knowing their clientele can provide context for their operations.
• Mission and values: Learn about their goals and how they align with yours.
• What draws you to the company: Reflect on why you want to work there. This is often a question in interviews.

Also, evaluate what you’re seeking in your next role. You’ll spend 40+ hours a week in this job, so it’s worth ensuring it’s the right fit.

Online Applications

When applying online, attention to detail matters:

• Answer all questions: Omissions can result in rejection.
• Add a cover letter or statement of interest: Even if optional, this demonstrates effort and enthusiasm and can make your application stand out.
• Tailor your application: Mention specifics about the company to show genuine interest.

A personalized approach can make all the difference with hundreds or thousands of resumes submitted for a single position.

Crafting Your Resume

A strong resume is your ticket to an interview. Keep it:

• Clear and concise: Limit to two pages with only the most relevant information.
• Error-free: Proofread for typos and grammatical mistakes.
• Formatted consistently: Use one or two fonts and ensure it’s easy to read.
• Accurate: Don’t embellish or lie—the truth will come out.

Pro Tips:

• Include only your city, not your full address, for privacy.
• List months and years for employment dates to avoid suspicion about gaps.
• If overqualified, explain your interest in the position.

Cover Letters

A well-written cover letter complements your resume by:

• Highlighting your connection to the company’s mission.
• Addressing specific job responsibilities.
• Demonstrating your research about the firm.
• Clarifying anything not evident in your resume.

Avoid generic phrases like "See attached resume." Instead, personalize your message for each application.

Preparing for Interviews

Virtual and Phone Interviews

Virtual interviews are increasingly common. To make a positive impression:

• Set up your environment: Ensure good lighting, a clean background, and functional tech.  Avoid taking interviews from your car; the sound, lighting, and background are not conducive to a great interview.
• Practice: Role-play with a friend to refine your answers and identify irritating or unprofessional habits, like saying “um” before every response.
• Minimize distractions: Eliminate background noise and interruptions.
• Act professionally: Treat virtual interviews as seriously as in-person ones.

In-Person Interviews

For in-person interviews, remember:

• Dress appropriately: Opt for professional attire that’s clean and wrinkle-free.
• Arrive early: Allow time to compose yourself and demonstrate punctuality.
• Be courteous: Treat everyone with respect—you never know who has influence.
• Bring extras: Provide additional resumes on quality paper.

During interviews, actively listen, maintain eye contact, and respond directly to questions. Avoid badmouthing past employers or coworkers.

Handling Tough Questions

Prepare for questions like:

• Why do you want to work here? Research-based answers will shine.
• Tell us about a mistake you made. Share lessons learned without oversharing negative details.
• What’s your ideal next job? Show focus and intent rather than aimlessness.

Post-Interview Etiquette

Following up is just as important as the interview itself:

• Send a thank-you email: Express gratitude and mention specific takeaways from the interview.
• Proofread your email: Avoid errors that could diminish your professionalism.
• Don’t dwell on mistakes: If something went wrong, let it go instead of revisiting it.

Know Your Rights

Be aware of illegal interview questions. Employers cannot ask about:

• Personal details like age, marital status, or religious views.
• Salary history (in some regions). Instead, research and provide a reasonable salary expectation.
• Disabilities, unless related to job performance.

Redirect inappropriate questions gracefully, addressing underlying concerns about job fit without divulging personal information.

Final Thoughts

Job searching requires effort and persistence. Treat it as a job in itself, and invest the time to research, prepare, and present your best self. With these tips, you can navigate the process confidently and land a position that aligns with your goals.

Want to learn more? Here are some resources:

PSMJ  - Your AEC Talent Acquisition Plan: Be Sure to Define Your Strategy!

LinkedIn - 10 Tips to Streamline Your AEC Recruitment Processes

LinkedIn -  Elevate Your Career in the AEC Sector with These Essential Tips!

 SDA does not endorse any products or services mentioned, and SDA does not assume responsibility for any circumstances arising out of the interpretation, application, use, or misuse of any information presented. SDA recommends that the reader consult the appropriate legal, financial, or human resource counsel before implementing the information contained herein.

April is Administrative Professionals Month, and at SDA, we’re taking time to recognize the dedicated professionals who keep A/E/C firms running smoothly. Many of our members may not always be in the spotlight—but day in and day out, they bring knowledge, leadership, and consistency to their teams. This month, we're celebrating their contributions by sharing insights, experiences, and stories that highlight the value they bring to our industry and to one another. This week we hear from Susan Lankey, CDFA. Susan is a member of our National Membership Committee, a Past National President, and a member of the SDA Mid-Atlantic Chapter. 

Every month, I make it a priority to join SDA’s First Friday Coffee Chat—and for good reason. It’s more than just a casual check-in; it’s a collaborative space where real challenges meet real solutions. Whether you’re looking for advice, fresh perspectives, or simply a way to connect with peers who understand the unique demands of the AEC industry, this is the place to be.

A Trusted Space for Honest Conversations

One of the greatest benefits of these sessions is the ability to seek honest advice in a trusted environment. If you’re struggling with a workplace issue—whether it’s holding project managers accountable, improving financial workflows, or handling team dynamics—chances are, someone else has faced a similar challenge. The open discussion format allows participants to share experiences, offer solutions, and provide fresh perspectives that you may not have considered.

Unlike structured webinars or formal training sessions, First Friday Coffee Chats feel more like a conversation among colleagues. There’s no pressure to come with prepared remarks or polished insights—just bring your questions, challenges, and curiosity. Some of the best takeaways come from spontaneous discussions sparked by a simple “Has anyone else dealt with this before?”

Diverse Voices, Valuable Insights

What makes these conversations so valuable is the diversity of voices in the room. SDA members from firms of all sizes and specialties bring a wide range of expertise. Whether you’re navigating office politics, learning new software, managing international employees, or implementing new firm policies, the insights shared come from real-world experience.

This mix of perspectives is what keeps me coming back. It’s one thing to read about best practices online, but it’s another to hear firsthand how your peers are tackling the same challenges. It’s also reassuring to know that even if no one has the perfect answer, you’ll leave each session with new ideas, a fresh outlook, and a supportive network of peers who are always willing to help.

Real-World Examples That Make a Difference

Over the past year, I’ve walked away from these chats with practical solutions that I’ve implemented in my own firm. Here are just a few examples of topics we’ve discussed:

✅ How to encourage project managers to take ownership of budgets and deadlines
✅ Strategies for training new employees on firm policies and workflows
✅ Best practices for managing remote teams and keeping them engaged
✅ How to advocate for better technology and software upgrades in your firm
✅ Ways to handle difficult conversations with leadership or team members

These aren’t just abstract concepts—they’re actionable insights that have helped me improve efficiency, communication, and overall job satisfaction.

Building Connections That Last

Beyond the professional benefits, First Friday Coffee Chats are also a great way to build lasting relationships within the SDA community. Working in firm operations can sometimes feel isolating, especially if you’re the only person in your role at your firm. These chats serve as a reminder that you’re not alone—there’s a whole network of experienced professionals who understand your challenges and are willing to offer advice and encouragement.

I’ve made meaningful connections through these conversations, and many of those connections have turned into ongoing professional relationships. Whether it’s collaborating on a project, sharing resources, or simply having someone to vent to on a tough day, the support system within SDA is invaluable.

If You Haven’t Joined Yet, Here’s Why You Should

If you haven’t attended a First Friday Coffee Chat yet, I encourage you to give it a try. There’s no formal agenda, no pressure to speak—just a welcoming space where you can listen, learn, and contribute when you’re ready. It’s one of the easiest ways to tap into SDA’s collective knowledge—and you might just walk away with the solution you’ve been looking for. So grab your coffee, pull up a chair, and join the conversation! You never know what insights or connections you’ll gain.

Thanks Susan. Our April Virtual Coffee will be our SDA National Open House in honor of Administrative Professionals Month. Join us for the conversation on April 4, 2025 at 11:00 am eastern. It’s free to attend—register here (and invite someone who needs to know about SDA to join you):  https://www.sdanational.org/events/EventDetails.aspx?id=1873455

Every SDA member has a unique story—one that reflects their journey, growth, and connection to our vibrant community. In our new blog series, SDA & Me, we’re highlighting the voices of our members as they share what brought them to SDA, how their experience has evolved, and the moments that have made the biggest impact. Whether it’s professional development, lasting friendships, or unforgettable experiences, these testimonials showcase the value of being part of SDA. Today, we feature Mary Jacobs, CDFA, who shares her SDA journey and what keeps her engaged in our community.

What initially motivated you to join SDA?

When I was fresh out of college, I did not know anyone in the AEC industry, much less the administrative side of it. I felt that the best way to grow professionally was by learning from the administrative leaders at other firms—observing how they conducted themselves in meetings, spoke, asked insightful questions, and took the initiative.

How has your experience with SDA changed over time?

The longer I stay, the deeper my roots grow within SDA. Looking back, 10 years have flown by, but I can clearly recall each year taking a new step in doing something different within the organization. What began with me simply sitting and listening at local board meetings has evolved into me running those meetings and having others value my thoughts and ideas.

What aspects of SDA have you enjoyed the most?

I rarely travel, so I particularly enjoy attending the annual EDSymposium. It has given me the opportunity to visit places I would not have thought to go on my own.   

What motivates you to stay engaged or involved with SDA?

A mix of FOMO (fear of missing out) and the fear that it might crumble without my involvement. I am driven by seeing people smile and appreciate my contributions and hard work within SDA. That is what keeps me motivated.

Can you describe a memorable experience you have had as a SDA member?

Attending my first EDSymposium in Golden, Colorado, and meeting the San Antonio Chapter was a standout moment. It felt like starting at a new school where I did not know anyone—I was super scared and nervous. But when the San Antonio members found out I was also from Texas, they invited me to dinner. We chatted, and I quickly became friends with all of them. That experience was the beginning of me taking small steps to meet more chapter members, realizing that I had so many smart, amazing people within reach to support me whenever I needed help or had questions about my job.

Want to share your SDA story?Each member’s journey is unique, and we’d love to hear yours! If SDA has made an impact on your career and connections, reach out to us (admin@sdanational.org) to be featured in a future SDA & Me spotlight. Stay tuned for more inspiring stories from our amazing members!