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
- Competitive Salary
- 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)
- Pet Insurance
- Work/Life Balance
- 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
- Continuing education opportunities
About This Role
Administrative Manager (AM) provides professional complex, advanced administrative and support services for principals, consultants, and other management staff. This position is responsible for ensuring that all administrative personnel are properly trained according to all policies and standards. The AM is also responsible for ensuring that all consultants and technical staff are adequately supported.Key Responsibilities as
Administrative Manager
- Utilizes knowledge of corporate operations and company policy to assist administrative support staff and consultants in navigating a complex work environment
- Proactively serve as the primary liaison between ROM/consultants and their peers, clients, vendors and other internal and external contacts
- Build and manage an administrative and integration services (AIS) support team to provide optimal administrative and facility support to all technical staff (including remote staff)
- Proactively relieve ROM/consultants of administrative tasks and coordinate project activities at an advanced level
- Conduct ongoing performance management of administrative staff which includes soliciting feedback from consultants, ROM or other individuals they support and work with
- In partnership with the SE Region AD, evaluate administrative support needs for the Regional office and strive to improve efficiency and reduce lost productivity by continually load balancing the work and making adjustments as necessary
- Collaborate with the SE Region AD, SE Region VP, the Chief of Integration Services and Human Resources to appropriately staff the location with the correct blend of support resources
- Facilitate the onboarding activities of new administrative staff to include setting up an office, providing training on ESi systems processes and procedures and guidance on navigating the training and onboarding program
- Facilitate the onboarding activities of new consultants to include setting up an office, providing training on ESi systems processes and procedures
- Coach/mentor local administrative staff to develop them to carry out their responsibilities
- Ensures local teams have updated forms, templates and are trained to follow all Corporate SOP’s
- Participate and/or lead strategic planning initiatives that arise either locally or across the company
- Facilitates in planning, coordinating and implementing office events
- Serve as the local point of contact for location - both internally and externally
Key Responsibilities as
Project Coordinator
- Coordinate travel arrangements
- Update and maintain documents and spreadsheets
- Submit expense reports through SAP Concur
- Attend weekly meetings
- Proactively manages calendar(s)
- Inbox management, as requested
- Assist remote consultants and contractors, as needed
Accounting
- 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
Administrative
- 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
Qualifications
Education Required
- Four-year / Bachelor’s degree is preferred.
- 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.
Experience
- 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.
Computer Skills
- 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 software quickly and efficiently.
- Experience with SAP Concur and 3E firm management software a plus.
- Familiarity with Microsoft Excel and PowerPoint preferred.
Certificates, Licenses, Registrations
- Registered Notary a plus.
Other Skills/Abilities or Other Qualifications
- Enjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Deals with clients (both internal and external) in a professional and courteous manner.
- Proactive – looks 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. Does not get flustered with last-minute changes or requests.
- Detail-oriented, well-organized, and able to manage time and multi-task to accomplish a multitude of tasks with conflicting priorities and timelines.
- Advanced communication skills, both written and verbal. Proficiency in grammar, spelling, and punctuation is required.
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 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 essential functions. The noise level in the work environment is usually moderate. Work is performed in a typical office environment.Local candidates preferred - no relocation provided.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. 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.
