Project Coordinator

Engineering Systems Inc•Aurora, IL

28d

About The Position

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. This specific opportunity will be supporting our Chief Technical Officer (CTO) and focus mainly on supporting him in both his consulting work and executive corporate functions.

Requirements

Four-year /Bachelor’s degree is preferred.
5+ years of executive or senior-level project management or administrative support experience required.
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.
Detail-oriented, well-organized, and able to manage time and multi-task to accomplish a multitude of tasks with conflicting priorities and timelines.
Advanced communication skills, both written and verbal. Proficiency in grammar, spelling, and punctuation is required.
Enjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Deals with clients (both internal and external) in a professional and courteous manner.
Proactive – looks for new opportunities to provide value to the team. Does not always wait to be asked, anticipates needs, and accomplishes tasks with little to no direction.
Quick learner –utilizes all available resources to develop skills and asks thoughtful questions.
Thrives in a fast-paced, constantly evolving environment. Does not get flustered with last-minute changes or requests.

Nice To Haves

Paralegal certificate from an ABA-approved program is a plus or equivalent combination of education and experience in a litigation/insurance defense law firm.
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.
Experience with SAP Concur and 3E firm management software a plus.
Familiarity with Microsoft Excel and PowerPoint preferred.
Registered Notary is a plus.

Responsibilities

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
Orchestrate travel arrangements in a timely manner and with precision
Maintain critical documents and spreadsheets with accuracy
Follow general confidentiality practices when dealing with sensitive information
Process and manage expense reports via SAP Concur
Participate in and contribute to weekly strategic meetings
Proactively manage executive calendars, anticipate needs, and resolve schedule conflicts
Oversee inbox management, prioritize communications, and ensure timely responses
Provide comprehensive support to remote consultants and clients
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
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