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Project Coordinator

2 months ago

Colorado Springs, Colorado, United States Engineering Systems Inc. Full time
About This Role

A Project Coordinator provides professional complex administrative and advanced support services for consultants and management staff at Engineering Systems Inc. The Project Coordinator serves as the primary liaison between the consultant and the consultant's peers, clients, vendors, and other internal and external contacts.

Key ResponsibilitiesProject Support
  • Conducts research to find relevant information
  • Opens new projects and sets up file structure according to standard operating procedures
  • 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 & proactively handles inquiries
Consultant Support
  • Coordinates travel arrangements
  • 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
  • Proactively manages calendar(s)
  • Inbox management, as requested
  • Assists remote consultants and contractors, as needed
Accounting
  • 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
Administrative
  • 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
Competencies
  • Able to triage critical assignments and deadlines on the consultant's behalf
  • Detail-oriented, extremely well-organized and able to manage time & multi-task to accomplish a multitude of tasks, with conflicting priorities & timelines
  • Proficient at providing executive-level support
  • Knowledgeable about consultant's book of business and strives to foster and maintain client relationships
  • Knows the right questions to ask and who to go to for additional information
  • Under direction handles client interactions
  • Adept and resourceful
  • Superior multi-tasking skills
  • Able to supply and populate information on MIFs on behalf of consultants
  • Knowledge of medical terminology and medical anatomy
Experience Requirements
  • 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
Educational Requirements
  • A four-year / Bachelor's degree is preferred
  • 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
Certifications, Licenses and/or Registrations
  • Registered Notary a plus