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Project Assistant

3 months ago

Houston, Texas, United States Engineering Systems Inc Full time

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.

What We Can Offer You

  • Medical, Dental & Vision
  • Life Insurance/Voluntary Life Insurance
  • 401k with employer match
  • 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 & Inperson)
  • Pet Insurance
  • Work/Life Balance
  • 10 paid holidays (9 standard holidays and 1 floating holiday)
  • Access to Wellbeats ondemand fitness & wellbeing videos
  • 30minute fitness break available in addition to 1hour lunch break
  • Wellness Reimbursement
  • Business casual dress code and positive working environment
  • Continuing education opportunities
  • Virtual network of professional administrative support
The Project Assistant provides professional complex administrative and advanced support services for consultants, technicians, and management staff.

This position will proactively serve as the primary liaison between the consultants, technicians, and management staff and their 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, technicians, and management staff, and in navigating a complex work environment.

The Project Assistant uses their skills to proactively relieve consultants, technicians, and management staff 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:

  • Answers and screens incoming ESi telephone calls, locate and connect callers to ESi personnel, as required.
  • Friendly, outgoing demeanor to greet our guests in the reception area.
  • Primary responsibility for facilitating office inspections, including greeting guests, ordering lunch, and general assistance of our guests.
  • Primary responsibility for supply orders and restocking.
  • Primary responsibility for basic AP processing and coordination with the accounting department.

Administrative:

  • Keeps accurate and timely records of all billable and nonbillable time for themselves, and as needed enters consultant and technician billable and nonbillable time records.
  • Reviews Proformas for inconsistencies or errors before consultants, technicians, and accounting receive them, as needed.
  • Initiates collection efforts on behalf of consultants and technicians.
  • Performs backup function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
  • Performs all other job duties as assigned.

Communication:

  • Composes routine correspondence for communication with clients.
  • Reads and routes incoming mail in all formats. Must identify and reference the appropriate file number to all incoming correspondence.

Scheduling:

  • Coordinates consultant and technician schedules 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 and technicians including logistics of flights, hotels, car rentals, and other reservations as required.
  • Drafts and submits expense reports on behalf of consultants and technicians through SAP Concur.
  • Maintains consultant and technician current CV, testimony lists, certifications, and organization memberships.
  • 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 into ESi's standard file structure; the material is hosted on an internal server and/or SharePoint.
  • Reviews written work product for typographical accuracy, format, conformance with procedures, and internal consistency which may include digital or photo image enhancement, or transcription files.

Qualifications

Experience Required:

  • 2+ years of administrative support experience required.
  • Understanding lega