Project Coordinator

About ESiEngineering 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 create a variety of fulfilling roles at ESi.What We Can Offer YouMedical, Dental & VisionLife Insurance/Voluntary Life Insurance401k with employer match Eligible for Spot Bonus, Merit Bonus, and/or Annual BonusCompetitive SalaryFlexible 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 InsuranceWork/Life BalanceAccess to Wellbeats – on-demand fitness & well-being videos10 paid holidays (9 standard holidays and 1 floating holiday)30-minute fitness break available in addition to a 1-hour lunch breakWellness ReimbursementBusiness casual dress code and positive working environmentContinuing education opportunities Relocation Assistance will not be providedAbout This RoleA Project Coordinator provides professional complex administrative and advanced support services for consultants and management staff. The Project Coordinator proactively serves as the primary liaison between the consultant and the consultant’s peers, clients, vendors, and other internal and external contacts. The Project Coordinator performs well in a fluid environment and can learn new job skills quickly to put into practice. The Project Coordinator uses their skills to proactively relieve consultants of administrative tasks and coordinates project activities at an advanced level.At ESi, administrative project support 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 200 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 ResponsibilitiesProject SupportConducts research to find relevant informationOpens new projects and sets up file structure according to SOPProofreads and formats technical documents authored by consultantsOrganizes file material and coordinates file productions per standard procedureReviews and processes digital mediaSchedules multi-party conference calls and inspectionsTracks the status of open projects – deadlines, action items, client needs, etc.Serves as the main contact for clients & proactively handles inquiriesConsultant SupportCoordinates travel arrangementsUpdates and maintains documents and spreadsheetsSubmits expense reports through SAP ConcurAssists with maintaining/renewing professional memberships and P.E. licenses, as requestedAttends weekly meetingsProactively manages calendar(s)Inbox management, as requestedAssists remote consultants and contractors, as neededAccountingPrepares and sends invoices to clientsCreates purchase orders and purchases equipmentManages collection efforts on outstanding invoicesKeep an accurate record of billable and non-billable time for yourselfAdministrativeProvides backup support to other administrative staffLeads or participates in coordinating office initiativesAssists with developing and mentoring junior staffPerforms other duties as assignedCompetenciesAble to triage critical assignments and deadlines on the consultant’s behalfDetail-oriented, extremely well-organized andable to manage time & multi-task to accomplish a multitude of tasks, with conflicting priorities & timelinesProficient at providing executive-level supportKnowledgeable about consultant’s book of business and strives to foster and maintain client relationshipsKnows the right questions to ask and who to go to for additional informationUnder direction handles client interactionsAdept and resourcefulSuperior multi-tasking skillsAble to supply and populate information on MIFs on behalf of consultantsKnowledge of medical terminology and medical anatomy. Experience Requirements5+ years of executive or senior-level project management or administrative support experience required.Understanding legal terminology and processes is a plus.Experience in a litigation law firm or insurance background is a plus.Educational RequirementsA four-year / Bachelor’s degree is preferred.A paralegal certificate from an ABA-approved program is a plus and preferred or equivalent combination of education and experience in a litigation/insurance defense law firm.Certifications, Licenses And/or RegistrationsRegistered Notary a plus.Other Skills/Abilities Or Other QualificationsEnjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Interacts 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. Do 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.Computer SkillsAdvanced skills in Microsoft Excel and WordAdvanced in Adobe Acrobat, Internet research & database programsHighly skilled in computer graphics and working with digital photosAble to troubleshoot technical issuesKnowledgeable about peripheral devices and software programsStrong database management skillsProficient 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 an 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.Physical DemandsThe 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 EnvironmentThe 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.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.