Part-time Administrative Assistant (Materials Science Lab)

ECS Ltd•Cranberry Township, PA

About The Position

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and facilities consulting services. We are employee-owned with more than 3,000 employees in 100+ offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record’s Top 500 Design Firms (April 2026), #148 in Engineering News-Record’s Top 200 Environmental Firms (October 2025) and #50 in Zweig Group’s Hot Firm List (May 2025). For additional information about ECS, visit: www.ecslimited.com. ECS is an Equal Opportunity Employer.

Requirements

High school diploma or GED
0-2 years related experience

Responsibilities

Log-in MSL Samples upon arrival
Sign scan and upload sample submission forms
Review samples to ensure proper documentation
Create labeled containers and project tracking folders
Email clients with sample receipt information and expected reporting dates
Track project deadlines, deliverables, and internal review cycles
Maintain and update project ALF items
Manage document templates (proposals, reports, invoices, scopes of work)
Format and compile proposals and technical reports to spec
Maintain resume and project portfolio libraries for inclusion in proposals
Track RFPs and help prepare submission materials
Proofread and clean up technical documents for spelling, grammar, and formatting consistency
Upload, track, organize and archive project files (proposals, contracts, etc.)
Track MSL documentation
Scan analysis sheets and upload to project file upon completion of project.
Track and record MSL Sample Disposition – storage of samples after completion and tracking sample disposal schedule
Schedule meetings, site visits, and follow-ups with clients and subcontractors
Send out thank-you notes, scheduling reminders, and other client communications
Assist with onboarding new team members (IT setup, training resources, HR coordination)
Maintain PTO calendars, travel schedules, and internal resource allocations
Track professional licensing, certifications, and CEUs for our team
Track billable time, utilization rates, and project budgets (working with PMs)
Follow up on timesheets, expense reports, and reimbursements
Assist with invoicing and collections coordination
SubK invoice processing
Track and maintain equipment calibration schedule
Consumable supply ordering and invoice processing
Scheduling and tracking laboratory waste disposal
Ensuring lab cleanliness checklist completed bi-weekly
Assist with quality system management
Help maintain your team's LinkedIn presence (draft posts, share updates)
Track upcoming conferences, speaking engagements, and award deadlines
Format case studies, presentations, and one-pagers
Research products, vendors, or building codes for upcoming scopes
Assist in compiling and updating training materials