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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 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 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 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 fin Key Responsibilities Project Support Conducts research to find relevant information Opens new projects and set up file structure according to SOP Proofreads and format technical documents authored by consultants Organizes file material and coordinate file productions per standard procedure Reviews and process digital media Schedules multi-party conference calls and inspections Tracks the status of open projects - deadlines, action items, client needs, etc. Serves as the main contact for clients & proactively handle inquiries Consultant Support Coordinates travel arrangements Updates and maintains documents and spreadsheets Submits expense reports through SAP Concur Assists with maintaining/renewing professional memberships and P.E. licenses, as requested Attends weekly meetings Proactively manages calendar(s) Inbox management, as requested Assists remote consultants and contractors, as needed Accounting Prepares and sends invoices to clients Creates purchase orders and purchase equipment Manages collection efforts on outstanding invoices Keeps an accurate record of billable and non-billable time for yourself Administrative Provides backup support to other administrative staff Leads or participates in coordinating office initiatives Assists with developing and mentoring junior staff Performs other duties as assigned Competencies: Able to triage critical assignments and deadlines on consultant's behalf Detail oriented, extremely well or anized and able to manage time & multi-task to accomplish a multitude of tasks, with conflicting priorities & timelines Proficient at providing executive level support 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 Superior multi-tasking skills Able to supply and populate information on MIFs on behalf of consultants Knowledge of medical terminology and medical anatomy. Experience Requirements: 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. Educational Requirements: 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 Registrations: