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/Universal Life Insurance
• 401k with employer match
• Eligible for Awards Program, Merit Bonus, and/or Annual Bonus
• 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

Relocation Assistance is not provided

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

• Assist the Administrative Manager with daily office operations, including managing office devices such as telephones, computers, copiers, printers, and scanners.
• Maintain professional communication with internal departments and external clients, both verbally and via email.
• Maintain spreadsheets with important reference information for Consultants and the Administrative Team.
• Accurately record and track time spent on billable and non-billable project work.
• Draft and submit expense reports on behalf of Consultants through SAP Concur.
• Review and edit monthly billings for accuracy before invoicing, ensuring proper documentation for each project.
• Send invoices to clients and initiate collection efforts on behalf of Consultants; maintain records of collection attempts in the internal database.
• Submit purchase orders and order office supplies and equipment as needed.
• Handle shipping of items via FedEx and USPS.
• Maintain updated records for Consultants, including CVs, testimony lists, certifications, and organizational memberships.
• Ensure the reception area and conference rooms are neat and professional; monitor and replenish supplies (e.g., coffee mugs, water glasses, office supplies).
• Assist the Administrative Manager with event planning, including setup and teardown.
• Close project files, which includes scanning documents and archiving or destroying files in accordance with retention policies and legal requirements.
• Perform clerical duties such as photocopying, scanning materials, and handling mailings.
• Perform data entry tasks as needed.
• Provide backup administrative support during vacations or absences to ensure continuous office operations.
• Perform additional 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 Required

• Associate degree required or 5 years of experience providing administrative support
• 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

• Microsoft Word & Adobe Acrobat: Proficient in creating, editing, and formatting documents, or able to learn quickly if needed.
• Microsoft Teams & SharePoint: Comfortable using these tools in a collaborative, team-based environment.
• Microsoft Excel & PowerPoint: Familiar with these tools, with a preference for proficiency.
• Outlook: Experienced with Outlook for email and calendar management.
• Internet Resources: Skilled at using the internet to quickly learn new software and tools.
• SAP Concur & 3E Firm Management Software: Experience with these programs is a plus.
• Electronic File Management: Familiar with utilizing an electronic format to manage files.

Certificates, Licenses, Registrations

• Notary Public a plus

Other Skills/Abilities or Other Qualifications

• Microsoft Word & Adobe Acrobat: Proficient in creating, editing, and formatting documents, or able to learn quickly if needed.
• Microsoft Teams & SharePoint: Comfortable using these tools in a collaborative, team-based environment.
• Microsoft Excel & PowerPoint: Familiar with these tools, with a preference for proficiency.
• Outlook: Experienced with Outlook for email and calendar management.
• Internet Resources: Skilled at using the internet to quickly learn new software and tools.
• SAP Concur & 3E Firm Management Software: Experience with these programs is a plus.
• Electronic File Management: Familiar with utilizing an electronic format to manage files.
• 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.

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.