Project Coordinator

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 residential or commercial structures damage. 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
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• Access to Wellbeats - on-demand fitness & well-being videos
• 30-minute fitness break available in addition to 1-hour lunch break
• Wellness Reimbursement
• Business casual dress code and positive working environment
• Continuing education opportunities
• Virtual network of professional administrative support

About This Role

A Project Coordinator (PC) provides professional complex project coordination, 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. 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. The administrative position involves working as a collaborative team with colleagues across the firm to ensure seamless coordination, effective communication, and the successful execution of organizational goals and standards.

At ESi, the 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 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 project support team offloads as many clerical and coordination-related tasks as possible. The PC team is involved in all projects from start to finish.

Key Responsibilities

Project Coordination:

• Initiate new project set-up of project file, including project intake and related protocols according to the SOP.
• Perform thorough research to gather accurate and relevant information.
• Coordinate consultant's schedule for inspections and meetings; add/edit calendar entries and maintain schedules and schedule travel arrangements for consultant staff on an as-needed basis.
• Log, organize file material and coordinate file productions per standard procedure
• Proofread, review and format technical documents authored by consultants for typographical accuracy, format, conformance with procedures, and internal consistency while facilitating proper quality assurance before releasing to the client.
• Coordinate file production, including copying, organizing, and/or scanning file material for preparation of deposition/trial materials, as required.
• Coordinate preliminary invoice review and initiate collection efforts on behalf of consultants.
• Review and process digital media
• Resource Coordination: Organize and allocate resources, including personnel, equipment, and budgets, to ensure efficient execution of project tasks.
• Schedule multi-party conference calls and inspections and serve as a central point of contact, facilitating communication between stakeholders, providing regular updates on project progress, and preparing reports to track performance and address any issues.
• Monitor the progress of ongoing projects, including deadlines, action items, client requirements, and overall status.
• Keep accurate and timely records of all billable and non-billable time for themselves and for consultants as needed.
• All other job duties as assigned for the project support role.

Consultant Support

• Coordinate travel arrangements
• Update and maintain documents and spreadsheets
• Submit expense reports through expense reimbursement platform
• Assist with maintaining/renewing professional memberships and P.E. licenses, as requested
• Attend weekly staff and project meetings
• Proactively manage calendar(s)
• Inbox management, as requested
• Assist remote consultants and contractors, as needed
• Prepare and send invoices to clients
• Create purchase orders and purchase equipment
• Manage collection efforts on outstanding invoices
• Maintain consultant's current CVs, testimony lists, certifications, and professional memberships.

Administrative/Office Support:

• Act as liaison with the facilities coordinator for facility repairs and maintenance.
• Use skills to proactively relieve both the ROM and supported consultants of administrative tasks and coordinate project activities at an advanced level.
• Maintain the New Jersey Team site for updated forms and templates.
• Utilize knowledge of corporate operations and company policy to assist administrative support staff and consultants in navigating a complex work environment.
• Lead or participate in coordinating office initiatives
• Assist with developing and mentoring junior staff
• Perform other duties as assigned

Competencies:

• Able to triage critical assignments and deadlines on consultant's behalf
• Capable of thriving in a dynamic environment while effectively managing priorities.
• Detail-oriented, extremely well organized and able to manage time to accomplish a multitude of tasks with conflicting priorities & timelines
• Proficient at providing executive-level support
• Able to become knowledgeable about consultant's book of business and strives to foster and maintain client relationships
• Knows the right questions to ask and who to go to for additional information
• Under direction handles client interactions
• Adept and resourceful

Qualifications

Education Required

• Four year / Bachelor's degree is preferred.
• 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.

Experience

• 5 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 a plus.
• Management/leadership experience preferred.

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 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.

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. Interacts with clients (both internal and external) in a professional and courteous manner.
• Proactive - looks for new opportunities to provide value to the team. Takes initiative and does not 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