Project Assistant

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
• 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 Assistant provides professional complex administrative and advanced support services for consultants, project teams and management staff. Utilizes knowledge of corporate operations, company policy, the organization, personnel, and services to assist consultants, the administrative team and project teams in navigating a complex work environment. The Project Assistant uses their skills to proactively relieve others of administrative tasks and assists in coordinating project activities at an advanced level.

Key Responsibilities

• Technologically savvy and able to effectively operate a telephone, computer, copiers, printers, scanners, and other office devices as required
• Provides support to the other members of the administrative team for daily office operations
• Very comfortable communicating both verbally and via e-mail with internal departments and external clients
• Able to maintain spreadsheets with important reference information for Consultants and the Administrative Team
• Maintains an accurate record of all time spent on billable project work and non-billable work
• Drafts, submits and/or approves expense reports on behalf of Consultant(s) through SAP Concur
• Back-up to Project Coordinators
• Reviews, edits and submits Proformas for accuracy on each project for the designated Project Team prior to invoice generation
• Sends invoices to clients and initiates collection efforts on behalf of consultants; maintains a record of collection attempts on the internal database
• Submits Purchase Orders and purchases equipment and supplies as needed
• Handles shipping items via FedEx & USPS
• Maintains current CVs, testimony lists, certifications, and organization memberships for consultants
• Maintains the reception area and conference rooms, ensuring a neat, professional appearance. Checks conference room supplies & replenishes as needed (coffee mugs, water glasses, napkins, office supplies)
• Assist the Administrative Team with event planning, set up, and tear down
• Handles closing project files, which also includes pulling and scanning documents for files. Also includes archiving or destroying electronic and paper files according to the retention policy and/or legal requirements
• Performs clerical duties including creating photocopies, scanning file material, mailings
• Perform data entry
• Performs backup functions for Project Coordinators during vacation or other absences to ensure that administrative support is provided on an ongoing basis
• Perform other duties as required

Competencies

• Team mentality and willingness to assist others
• Documentation skills
• Dependable and reliable
• Strong attention to detail and extremely well organized
• Understanding of filing management systems
• Discretion with access to sensitive information
• Ability to digitize documents
• Create, sort and update records with new file information
• Deal with requests to access files and keep logs
• Follow policies and confidential dictations to safeguard data and information
• Proficient in grammar, spelling and punctuation
• Comfortable communicating both verbally and via e-mail with external clients either before, during, or after project engagement
• Desire to take on additional responsibilities
• Positive, cooperative attitude
• Knows the right questions to ask and who to go to for additional information
• Under direction handles client interactions
• Adept and resourceful

Qualifications

Education

• Associate degree or 3 years of experience providing administrative support preferred
• Combination of education and administrative support experience preferred

Experience

• Project/administrative support experience a plus
• Understanding legal terminology and processes is 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 Jira 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
• Perform other duties as required

Certificates, Licenses, Registrations

• Notary Public 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, extremely 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
• Perform other duties as 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.