Administrative Project Coordinator

About ESi

Engineering Systems Inc. (ESi) is an engineering and scientific investigation and failure analysis firm. We primarily work with law firms, insurance companies, and manufacturers on small to large-scale projects to answer any technical questions they have. Our projects can entail investigating major transportation accidents, equipment failures, personal injury claims, and damage to residential or commercial structures. The variety and depth of our project work creates a variety of fulfilling roles at ESi.

What We Can Offer You

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance
• 401k with employer match
• Eligible for Spot Bonus, Merit Bonus, and/or Annual Bonus
• Competitive Salary
• Flexible Time Off (FTO) - encouraged to take 20 days of paid time off/year
• Career Growth for Administrative Staff
• Administrative Skills Training (Online & In-person)
• Pet Insurance
• Work/Life Balance
• Access to Wellbeats - on-demand fitness & well-being videos
• Full-size gym & personal trainer at the office multiple times a week
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• 30-minute fitness break available in addition to 1-hour lunch break
• Business casual dress code and positive working environment
• Continuing education opportunities

About This Role

A Project Coordinator (PC) provides professional complex administrative and advanced support services for consultants and management staff. The PC proactively serves as the primary liaison between the consultant and the consultant's peers, clients, vendors, and other internal and external contacts focusing on litigation and insurance claims. The PC performs well in a fluid environment and can learn new job skills quickly to put into practice. The PC uses their skills to proactively relieve consultants of administrative tasks and coordinates project activities at an advanced level.

At ESi, administrative teams work together to support a group of consultants. Consultants work with clients to investigate a variety of projects; one consultant can have anywhere from 10 to 50 active projects at any given time. These projects may involve the consultant testifying at trial, working with manufacturers to improve products, or inspecting a residence in response to an insurance claim that was filed. The administrative support team is here to offload as many clerical and coordination-related tasks as possible. The admin team is involved in all projects from start to finish.

Key Responsibilities

Project Support

• Conduct research to find relevant information
• Open new projects and set up file structure according to SOP
• Proofread and format technical documents authored by consultants
• Organize file material and coordinate file productions per standard procedure
• Review and process digital media
• Schedule multi-party conference calls and inspections
• Track status of open projects - deadlines, action items, client needs, etc.
• Serve as main contact for clients & proactively handle inquiries

Consultant Support

• Coordinate travel arrangements
• Update and maintain documents and spreadsheets
• Submit expense reports through SAP Concur
• Attend weekly meetings
• Proactively manages calendar(s)
• Inbox management, as requested
• Assist remote consultants and contractors, as needed

Accounting

• Prepare and send invoices to clients
• Create purchase orders and purchase equipment
• Manage collection efforts on outstanding invoices
• Keep an accurate record of billable and non-billable time for yourself

Administrative

• Provide backup support to other administrative staff
• Lead or participate in coordinating office initiatives
• Assist with developing and mentoring junior staff
• Perform other duties as assigned

Qualifications

Education

• Four-year / Bachelor's degree is preferred
• A paralegal certificate from an ABA-approved program is a plus and preferred

Experience

• Experience in a litigation or insurance defense law firm is required
• 5+ years of executive or senior-level project management or administrative support experience required.
• Medical background and/or experience in a medical setting a plus.

Computer Skills

• Proficient with Microsoft Word and Adobe Acrobat to create, edit, and format documents - or has the ability and willingness to learn to do so quickly.
• Ability to leverage Microsoft Teams and SharePoint in a collaborative environment.
• Experience with Outlook as email and calendar client.
• Well-versed in utilizing internet resources to learn new software quickly and efficiently.
• Experience with SAP Concur and 3E firm management software a plus.
• Familiarity with Microsoft Excel and PowerPoint preferred.

Certificates, Licenses, Registrations

• Registered Notary a plus.

Other Skills/Abilities or Other Qualifications

• Enjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Deals with clients (both internal and external) in a professional and courteous manner.
• Proactive - looks for new opportunities to provide value to the team. Does not always wait to be asked, anticipates needs, and accomplishes tasks with little to no direction.
• Quick learner - utilizes all available resources to develop skills and asks thoughtful questions.
• Thrives in a fast-paced, constantly evolving environment. Does not get flustered with last-minute changes or requests.
• Detail-oriented, well-organized, and able to manage time and multi-task to accomplish a multitude of tasks with conflicting priorities and timelines.
• Advanced communication skills, both written and verbal. Proficiency in grammar, spelling, and punctuation is required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand; walk and sit on a regular basis.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate. Work is performed in a typical office environment.

Local candidates preferred - no relocation provided.

It is the policy of ESi, as an equal opportunity employer, to attract and retain the best-qualified individuals available, without regard to race/ethnicity, color, religion, national origin, gender, sexual orientation, age, disability, or veteran status. ESi is committed to recruiting, hiring, and promoting people with disabilities, as well as veterans.

To all recruitment agencies: ESi does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of ESi without a prior written search agreement will be considered unsolicited and the property of ESi. Please, no phone calls or emails.