Project Coordinator

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.

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance/Universal Life Insurance
• Pet Insurance
• 401k with employer match
• Eligible for Spot Bonus, Merit Bonus, and/or Annual Bonus
• Competitive Salary
• Flexible Time Off (FTO) - encouraged to take
  20 days of paid time off/year
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• Career Growth for Administrative Staff
• Administrative Skills Training (Online & In-person)
• Work/Life Balance
• Access to Well beats - on-demand fitness & well-being videos
• Full-size gym & personal trainer at the office multiple times a week
• 30-minute fitness break available in addition to 1-hour lunch break
• Wellness Reimbursement
• Business casual dress code and positive working environment

Relocation Assistance will not be provided

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.

• 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

• 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

• Four-year / Bachelor's degree is preferred.
• Paralegal certificate from an ABA-approved program is a plus or equivalent combination of education and experience in a litigation/insurance defense law firm.

• 5+ years of executive or senior-level project management or administrative support experience required.
• 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.

• 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…