Project (Administrative) Assistant - Irvine, CA

Engineering Systems Inc. (ESi) is a multidisciplinary 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. As a firm, our projects can entail investigating major transportation accidents, equipment failures, personal injury claims, and damage to residential or commercial structures. In many cases, we provide structural design services for repairs and retrofits to damaged or otherwise deficient residential, commercial, and industrial structures. The variety and depth of our project work creates a variety of fulfilling roles at ESi.

Please explore our website to learn more about ESi: www.engsys.com

What We Can Offer You

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance/Universal Life Insurance
• 401k with employer match
• Pet Insurance
• Eligible for Awards Program, Merit Bonus, and/or Annual Bonus
• Flexible Time Off (FTO) - encouraged to take 20 days of paid time off/year
• Paid Sick Leave
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• Career Growth for Administrative Staff
• Administrative Training (Online & In-person)
• Work/Life Balance
• Access to Wellbeats - on-demand fitness & well-being videos
• 30-minute fitness break available in addition to 1-hour lunch break
• Business casual dress code and positive working environment
• Continuing education opportunities
• Virtual network of professional administrative support

No relocation assistance will be provided

About This Role

The Project Assistant provides professional complex administrative and advanced support services for consultants and management staff. This position will proactively serve as the primary liaison between the consultant and the consultant's peers, clients, vendors, and other internal and external contacts. Utilizing their knowledge of corporate operations, company policy, the organization, personnel, and services to assist consultants, and in navigating a complex work environment. The Administrative Assistant uses their skills to proactively relieve Consultants & Principals of administrative tasks and coordinates project activities at an advanced level. This position serves as part of a dynamic administrative team covering for other administrative teammates depending on the flow and demands of the job.

Key Responsibilities:

• Assists with obtaining and submitting relevant information for opening new projects.
• Initiates and processes file material; organizes and maintains paper and electronic file systems, coordinates file productions - the material is hosted on an internal server and/or SharePoint.
• Organizes, indexes, and files electronic material in the ESi standard file structure; the material is hosted on an internal server and/or SharePoint.
• Reviews written work products for typographical accuracy, format, and internal consistency - which may include digital or photo image enhancement, or transcription files.
• Provide primary backup when the receptionist is absent or unable. This includes performing Operator functions company-wide, shipping and receiving, mail distribution, signing in and greeting guests in the reception area, and various tasks related to maintaining the lobby.
• Assists with invoice processing and expense reports/approvals.
• Attention to detail and problem-solving skills.

• High degree of multi-tasking and time management capability.

Communication:

• Must be extremely comfortable communicating both verbally and via e-mail with internal departments and external clients.
• Composes routine correspondence for communication with clients
• Answers and screens Consultant's telephone calls and voicemails when they are unavailable if needed. Takes the initiative to locate and connect callers to consultants, as requested.
• Reads and routes incoming mail in all formats in a timely manner. Must identify and reference the appropriate file number for all outgoing and incoming correspondence.

Scheduling:

• Coordinates Consultant's schedule for inspections and meetings which may include independent laboratory facilities either internally or externally.
• Responsible for securing the appropriate resources for internal inspections and meetings, such as lab space, conference rooms, and technician support.

Consultant Support:

• Coordinates travel arrangements for consultants including logistics of flights, hotels, car rentals, and other reservations as requested.
• Create shared project file links internally and for clients.
• Drafts and submits expense reports on behalf of Consultants through SAP Concur.
• Maintains Consultant's current CV, testimony lists, certifications, and organization memberships.
• Provide assistance with uploading draft documents.

Administrative:

• Keeps accurate and timely records of all billable and non-billable time for themselves, and as needed enters Consultant's billable and non-billable time records.
• Reviews Proformas for inconsistencies or errors before Consultants and Accounting receive them, as needed.
• Initiates collection efforts on behalf of consultants.
• Performs backup functions for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
• Assist with basic AP processing.
• Provides all other job duties as assigned.

Experience Required:

• 2+ years of administrative support experience required.
• Understanding legal terminology and processes is a plus.
• Experience in a litigation law firm, civil engineering and/or construction background, or insurance background a plus.

Education Required:

Computer Skills:

• Proficient with Microsoft Office especially Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams.
• Proficient with 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. SharePoint, and OneDrive in a collaborative environment.
• Ability to use digital media software (FastStone or ACDSee) to rename and edit photos and videos - or has the ability and willingness to learn to do so quickly.
• Well-versed in utilizing internet resources to learn new software quickly and efficiently.
• Working knowledge of Lists & To Do a plus.
• Experience with SAP Concur and 3E firm management software a plus.
• Ability to provide IT/AV support a plus.
• Experience with WebEx phone system a plus.

Certificates, Licenses, Registrations:

Other Skills/Abilities or Other Qualifications:

• High proficiency in editing, grammar, spelling, and punctuation with significant attention to detail required.
• Detail-oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
• Ability to deal with clients professionally and courteously, and to develop and leverage professional working relationships.
• Good project management skills to coordinate and lead a variety of initiatives.
• Very proficient at providing executive-level support.
• Enjoys working in a team environment. Works well with others and maintains a positive attitude to develop and leverage professional working relationships. Deals with clients (both internal and external) professionally and courteously.
• Proactive - look 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 and does not get flustered with last-minute changes or requests.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to stand; walk and sit on a regular basis.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Work is performed in a typical office environment.

To all recruitment agencies: ESi does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of ESi without a prior written search agreement will be considered unsolicited and the property of ESi. Please, no phone calls or emails.

It is the policy of ESI, as an equal opportunity employer, to attract and retain the best-qualified individuals available, without regard to race/ethnicity, color, religion, national origin, gender, sexual orientation, age, disability, or veteran status. ESI is committed to recruiting, hiring, and promoting people with disabilities, as well as veterans. If you need assistance with completing the electronic application, please email your request to employment@engsys.com