at Engineering Systems, Inc. (ESI) in Aurora, Illinois, United States
Job Description
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/Universal Life Insurance
Pet 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
10 paid holidays (9 standard holidays and 1 floating holiday)
Career Growth for Administrative Staff
Administrative Skills Training (Online & In-person)
Work/Life Balance
Access to Wellbeats - on-demand fitness & well-being videos
Full-size gym & personal trainer at the office multiple times a week
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
Relocation Assistance will not be provided
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. 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 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 a plus.
Experience in a litigation law firm or insurance background a plus.
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... For full info follow application link.
