Project Coordinator & Administrative Manager

Engineering Systems Inc•Norcross, GA

15h

About The Position

The Project Coordinator & Administrative Manager provides professional complex, advanced administrative and support services for principals, consultants, and other management staff. This position is responsible for ensuring that all administrative personnel are properly trained according to all policies and standards. The AM is also responsible for ensuring that all consultants and technical staff are adequately supported.

Requirements

Bachelor’s degree desired or equivalent combination of education and administrative support experience in a professional services organization
Minimum 3+ years Management/Supervisory experience.
Minimum 5+ years project support or other executive administrative support experience.
Advanced skills in Microsoft Outlook, Excel, Word and PowerPoint as well as Adobe Acrobat Professional
Window Operating System experience highly preferred
Intermediate skills in graphics programs
Experience with Microsoft Teams and Cisco IP based multi-line telephones highly preferred
Able to learn and master new proprietary software systems used by company
Demonstrated ability to motivate, guide and mentor others.
Must possess exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
Must be able to plan and lead meetings and guide logistics with minimal supervision.
Exceptional verbal and written communication skills.
Ability to multi-task, prioritize and delegate tasks.
Excellent speaking and presentation skills.
Ability to create and present ideas in a variety of formats.
Ability to maintain a high level of integrity and discretion in handling confidential information and records.
Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. Ability to plan and coordinate implementation of the selected alternative.
Ability to efficiently delegate tasks to both develop administrative staff and balance workload.
Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
Very proficient at providing executive level support.
Very good project management skills to coordinate and lead a variety of initiatives.
Solid understanding of firm policies, practices and procedures with an ongoing depth of institutional knowledge.

Responsibilities

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 processes 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
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/monthly meetings
Proactively manages calendar(s)
Inbox management, as requested
Assists remote consultants and contractors, as needed
Utilizes knowledge of corporate operations and company policy to assist administrative support staff and consultants in navigating a complex work environment
Proactively serve as the primary liaison between local Regional Office Manager (ROM)/consultants and their peers, clients, vendors and other internal and external contacts
Build and manage an administrative and integration services (AIS) support team to provide optimal administrative and facility support to all technical staff (including remote staff)
Proactively relieve ROM/consultants of administrative tasks and coordinate project activities at an advanced level
Conduct ongoing performance management of administrative staff which includes soliciting feedback from consultants, ROM or other individuals they support and work with
In partnership with the Eastern Region AD, evaluate administrative support needs for the office and strive to improve efficiency and reduce lost productivity by continually load balancing the work and making adjustments as necessary
Collaborate with the Eastern Region AD, Eastern Region VP, ROM, and Human Resources to appropriately staff the location with the correct blend of support resources
Facilitate the onboarding activities of new administrative staff to include setting up an office, providing training on ESi systems, processes, and procedures, and guidance on navigating the training and onboarding program
Facilitate the onboarding activities of new consultants to include setting up an office, providing training on ESi systems, processes, and procedures
Coach/mentor local administrative staff to develop them to carry out their responsibilities
Ensure local teams have updated forms, templates and are trained to follow all Corporate SOPs
Participate and/or lead strategic planning initiatives that arise either locally or across the company
Facilitate planning, coordinating and implementing office events
Serve as the local point of contact for location - both internally and externally
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
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