A thorough job description is essential to hiring, training, and retaining top talent in the Architecture, Engineering, and Construction (AEC) industries. A clear and precise job description not only draws in qualified candidates but also sets up expectations, aligning organizational needs with employee skills and objectives.

This guide outlines the critical components of a job description in the AEC field, focusing on areas like salary and benefits, required qualifications and skills, utilization metrics, OSHA compliance, and the importance of defining transparent reporting relationships. It will also cover common pitfalls and best practices to ensure your job descriptions are both effective and future-proof.

Key Components of an Effective Job Description

• Job Title and Summary: Begin with a job title that accurately reflects the role’s scope and level within the organization. Follow with a concise summary that outlines the primary purpose of the position and its place within the broader team.

a.     For a technical role: “Responsible for managing project timelines, coordinating between departments, and ensuring adherence to design specifications.”

b.     For an operations role: “Oversees office administration, develops and enforces operational policies, and supports cross-departmental communication to streamline project workflows.”

 Including clear, specific summaries tailored to both technical and operations roles ensures the job description speaks to a wide range of candidates and organizational needs.

• Company Overview: When crafting a job description, it’s important to briefly highlight your company’s mission, values, and unique culture. For example, you might share information about your commitment to sustainable design, innovative engineering solutions, or community-focused initiatives within the A/E/C fields. Highlighting perks like access to professional development programs, mentorship opportunities, or involvement in impactful projects can also attract top talent by showcasing your organization as a desirable place to work.

• Required Qualifications: Clearly specify the education, experience, and certifications essential for the role. In the A/E/C industry, these might include degrees in architecture, engineering, or business administration, as well as certifications like Project Management Professional (PMP), Certified Design Firm Administrator (CDFA), or Certified Professional Services Marketer (CPSM).  Additionally, proficiency in industry-specific software is often critical. Examples include accounting platforms like Deltek Vantagepoint, Ajera, QuickBooks, or similar, as well as marketing tools such as Adobe InDesign. Highlighting these qualifications ensures candidates understand the technical and professional skills required to succeed in the role while helping organizations attract well-qualified applicants.
• Primary Responsibilities and Tasks: Clearly list key responsibilities using active verbs and specific tasks. For example, for a Project Management Administrator (PMA) role, instead of a broad statement like “assists with project management,” specify: “Coordinates project schedules, conducts team meetings, and ensures document compliance.” This level of specificity not only paints a clearer picture for candidates but also establishes priorities and provides a realistic sense of daily expectations. Tailoring responsibilities to the specific role helps clarify the scope and ensures alignment with both organizational and candidate expectations.
• Soft Skills and Competencies: Define interpersonal and cultural skills vital for success, such as adaptability, teamwork, and effective communication. These competencies reinforce the personal attributes that align with your company’s culture.
• Utilization Metrics and Key Performance Indicators (KPIs): Metrics and KPIs are crucial in the AEC industries, measuring performance, efficiency, and contributions to project timelines. For example, utilization rates might reflect billable hours for technical staff or completion rates for project tasks. Including these metrics in job descriptions sets clear performance expectations and helps align employees with the organization’s strategic goals. Knowing what is measured provides direction, encourages accountability, and motivates employees to reach specific, measurable objectives.
• Reporting Structure and Hierarchical Clarity: Defining the role’s place within the organization’s hierarchy is essential. Include details about whom the position reports to and any indirect reporting relationships. For instance, an engineering role might report directly to a project manager and work closely with design leads. A clear reporting structure promotes effective communication, facilitates smoother onboarding, and helps both new hires and current staff understand supervisory lines and collaborative expectations.

Engineering Role Example: An engineering role might report directly to a project manager and work closely with design leads.

Operations Personnel Example: An office administrator might report to the director of operations while collaborating with HR and accounting teams to streamline internal workflows.

• OSHA and Safety Requirements: Safety compliance is non-negotiable in AEC industries, even for roles that may not be directly involved in fieldwork. Explicitly state any relevant Occupational Safety and Health Administration (OSHA) requirements, which could include understanding general safety protocols, compliance with incident reporting, or familiarity with job site safety procedures. Outlining these expectations demonstrates the company’s commitment to safety and helps prepare candidates for the compliance standards embedded in your organization’s culture.
• Compensation and Benefits: While salary details are often flexible, mentioning an estimated range (if appropriate) can help set expectations for candidates. Highlighting key benefits such as Paid Time Off (PTO), health benefits, retirement options, and access to professional development opportunities is particularly important.  For roles requiring licensure or certifications, consider emphasizing support for maintaining these credentials through training programs or reimbursement for continuing education. These additional benefits not only attract candidates who align with the role’s compensation but also demonstrate a commitment to their long-term growth and success within the organization.
• Equal Employment Opportunity Statement: When crafting outward-facing job descriptions, include a statement affirming your organization’s commitment to diversity and equal opportunity. This reassures candidates that your company values inclusivity and promotes a respectful work environment.  While this is vital for external job postings, it’s important to note that an Equal Employment Opportunity (EEO) statement should also be included in the employee manual for internal reference. This ensures that both prospective and current employees understand the organization's dedication to creating a fair and equitable workplace.

Best Practices for Writing Job Descriptions

• Keep It Concise, Include Only What’s Essential: Avoid overloading job descriptions with non-essential tasks. Instead, focus on the core responsibilities and key skills required for success. This keeps the job description focused, which in turn helps attract candidates who are best aligned with the role. For instance, prioritize the most impactful tasks instead of listing every potential administrative duty.
• Specify Desired Soft Skills and Company Values: Soft skills can be equally important as technical skills in the A/E/C fields. Highlighting qualities like communication, adaptability, and problem-solving can attract candidates who will be effective collaborators and adaptable in a dynamic industry. Emphasize values such as innovation, teamwork, or resilience if these align with your organizational culture.
• List Education, Experience, and Relevant Certifications: Be clear about the required qualifications, including education, certifications, and specific technical skills, to avoid ambiguity. In the A/E/C industry, relevant experience or software proficiencies can be critical. For example, technical roles may require familiarity with tools like AutoCAD or Revit, while business operations (BizOps) roles could benefit from expertise in software like Deltek Vision or Adobe InDesign.  Additionally, certifications such as Certified Design Firm Administrator (CDFO) or Project Management Professional (PMP) can help attract highly qualified candidates and streamline the screening process. Clearly stating these qualifications ensures alignment between the role’s requirements and candidates’ capabilities.

Common Pitfalls to Avoid

• Avoid Vague or General Statements: General statements such as “assist as needed” or “support other teams” can leave candidates unclear about primary expectations. Where possible, specify what extra duties entail or limit “miscellaneous” tasks to those directly related to the role. This will prevent misunderstandings and keep applicants focused on the core job responsibilities.
• Don’t Overload with Excessive Detail: Listing every conceivable duty may deter qualified candidates when crafting outward-facing job descriptions. Instead, focus on core responsibilities and skills while allowing room for flexibility as the role evolves.  For external job postings, consider including a statement about growth opportunities or cross-functional experiences, which can make the position more appealing to candidates motivated by career development. However, for internal job descriptions, the focus should remain on clearly defining the core duties and expectations without referencing candidates. This distinction ensures each version is tailored to its intended audience and purpose.
• Limit Industry-Specific Jargon: Avoid using overly technical or industry-specific language that could confuse potential candidates. Clear and straightforward language helps ensure candidates understand the role without ambiguity and attracts a diverse pool of applicants who might come from various backgrounds within the AEC sectors. 

Updating and Maintaining Accuracy in Job Descriptions

Finally, it’s wise to review and update job descriptions regularly, particularly when new technologies, processes, or team structures emerge. This ensures that job descriptions remain relevant and continue to reflect the current needs of your organization. By keeping the content up-to-date, you maintain a proactive approach to recruiting, training, and retaining top talent within the AEC industries.

Conclusion

A thoughtfully written job description is an essential component in both attracting and supporting employees in the Architecture, Engineering, and Construction sectors. For outward-facing job descriptions, clearly defining responsibilities, specifying metrics, clarifying reporting structures, and including OSHA requirements fosters a transparent, performance-oriented environment that appeals to candidates and supports long-term success for your organization.

Internally, job descriptions serve as critical tools for ensuring Equal Employment Opportunity (EEO) compliance, addressing hiring and firing issues, and promoting pay equity. They provide a foundation for consistent decision-making and support an equitable and structured workplace. This dual importance underscores the need for carefully crafted job descriptions tailored to their intended audience.

Want to learn more? Here are some resources (click on title for link)

• SDA National - Forms & Templates for Human Resources
• PSMJ - A/E Job Descriptions
• AIA - Definition of architectural positions
• LinkedIn - Tips on Writing a Job Description
• ArchiPro - Architecture and Design Job Descriptions: Architecture and Design Job Descriptions: Best Practices for Writing Attention-Grabbing Job Listings

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