Project Coordinator & Administrative Manager

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.

What We Can Offer You

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance/Universal Life Insurance
• Pet Insurance
• 401k with employer match
• Eligible for Awards Program, 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 Wellbeats - 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
• Continuing education opportunities

Key Responsibilities as an Administrative Manager

In addition to their Project Coordinator support responsibilities will:

• 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 local Regional Office Manager (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 Eastern Region AD, evaluate administrative support needs for the office and strive to improve efficiency and reduce lost productivity by continually load balancing the work and making adjustments as necessary
• Collaborate with the Eastern Region AD, Eastern Region VP, ROM, 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
• Ensure local teams have updated forms, templates and are trained to follow all Corporate SOPs
• Participate and/or lead strategic planning initiatives that arise either locally or across the company
• Facilitate planning, coordinating and implementing office events
• Serve as the local point of contact for location - both internally and externally

Key Responsibilities as Project Coordinator:

• Conducts research to find relevant information
• Opens new projects and set up file structure according to SOP
• Proofreads and format technical documents authored by consultants
• Organizes file material and coordinate 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 handle inquiries
• 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/monthly 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 purchase 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

Qualifications

Education Required

• Bachelor's degree desired or equivalent combination of education and administrative support experience in a professional services organization

Experience Required

• Minimum 3+ years Management/Supervisory experience.
• Minimum 5+ years project support or other executive administrative support experience.

Computer Skills

• Advanced skills in Microsoft Outlook, Excel, Word and PowerPoint as well as Adobe Acrobat Professional
• Window Operating System experience highly preferred
• Intermediate skills in graphics programs
• Experience with Microsoft Teams and Cisco IP based multi-line telephones highly preferred
• Able to learn and master new proprietary software systems used by company

Other Skills/Abilities or Other Qualifications

• Demonstrated ability to motivate, guide and mentor others.
• Must possess exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
• Must be able to plan and lead meetings and guide logistics with minimal supervision.
• Exceptional verbal and written communication skills.
• Ability to multi-task, prioritize and delegate tasks.
• Excellent speaking and presentation skills.
• Ability to create and present ideas in a variety of formats.
• Ability to maintain a high level of integrity and discretion in handling confidential information and records.
• Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. Ability to plan and coordinate implementation of the selected alternative.
• Ability to efficiently delegate tasks to both develop administrative staff and balance workload.
• Self-starter who is detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
• Very proficient at providing superior high-level executive level support.
• Exceptional project management skills to coordinate and lead a variety of initiatives.
• Solid understanding of firm policies, practices and procedures with an ongoing depth of institutional knowledge.
• Ability to deal with others in a respectful, professional and courteous manner, and to develop and leverage professional working relationships.

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.

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.