Project Coordinator

$64,000 - $73,000/Yr

Mbh Engineering Systems - Omaha, NE

posted 4 months ago

Full-time - Entry Level
Omaha, NE
Professional, Scientific, and Technical Services

About the position

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. 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 consultants 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 finish.

Responsibilities

  • Conducts research to find relevant information
  • Opens new projects and sets up file structure according to SOP
  • Proofreads and formats technical documents authored by consultants
  • Organizes file material and coordinates 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 and proactively handles inquiries
  • Coordinates travel arrangements for consultants
  • 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 and proactively manages calendar(s)
  • Provides inbox management, as requested
  • Assists remote consultants and contractors, as needed
  • Prepares and sends invoices to clients
  • Creates purchase orders and purchases 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

Requirements

  • Four year / Bachelor's degree is preferred
  • 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 is a plus
  • 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
  • Advanced skills in Microsoft Excel and Word
  • Advanced in Adobe Acrobat, Internet research & database programs
  • Highly skilled in computer graphics and working with digital photos
  • Able to troubleshoot technical issues
  • Knowledgeable about peripheral devices and software programs
  • Strong database management skills
  • Ability to leverage Microsoft Teams and SharePoint in a collaborative environment
  • Experience with Outlook as an email and calendar client
  • Experience with SAP Concur and 3E firm management software is a plus
  • Familiarity with Microsoft Excel and PowerPoint preferred

Nice-to-haves

  • Registered Notary is a plus
  • Enjoys working in a team environment
  • Works well with others and maintains a positive attitude
  • Proactive and looks for new opportunities to provide value to the team
  • Quick learner who utilizes all available resources to develop skills
  • Thrives in a fast-paced, constantly evolving environment
  • Advanced communication skills, both written and verbal

Benefits

  • 401(k) matching
  • Continuing education credits
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Pet insurance
  • Eligible for Spot Bonus, 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)
  • 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
  • Wellness Reimbursement
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