Administrative Assistant (Project Coordinator)

SEA, Ltd; Charlotte (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

SEA, Ltd. is a nationally recognized forensic engineering firm seeking an Administrative Assistant (Project Coordinator) to work in-office in our Charlotte, NC office. You will support a busy team of technical engineers and may have paralegal/legal experience as a plus.

Proficiency in MS Office, Adobe Acrobat, and DocuSign is essential. Responsibilities include scheduling projects, proofreading letters, managing calendars for meetings and trials, uploading files, and handling client

Qualifications

• Bachelor's degree preferred but commensurate experience is considered.
• Paralegal, Legal Assistant or Legal Secretary experience a plus.
• High level of proficiency in Microsoft Office (Word and Excel; PowerPoint), Adobe Acrobat and DocuSign.
• Five years or less of professional office experience is ideal for this role.
• Proactive approach to workflow.
• Ability to pivot between tasks as priorities change quickly.
• Ability to perform essential functions in a cyber-secure environment.
• Excellent writing skills and proofreading skills.
• Strong attention to detail.
• Must have strong organizational, interpersonal, communication, time management and multi-tasking skills.

Responsibilities

• Provide proactive administrative support for engineers by scheduling and tracking projects.
• Proofread and compose letters accurately.
• Maintain and coordinate engineers' schedules for meetings, site inspections, depositions, mediations, arbitrations, and trials.
• Upload images and documents to electronic files.
• Handle verbal and written client communications.
• Understand relationships and interplay of parties in our industries and apply that knowledge.
• Maintain office files and databases.
• Create spreadsheets, perform data entry and manipulation.
• Manage meeting and lab exam scheduling, in-person and virtual.
• Provide back-up support for conflict checks.
• Serve as receptionist when needed and answer calls.
• Assist with time and cost entry and invoicing review.
• Maintain regular, predictable presence in the office.
• Accept and integrate constructive feedback into performance.

Skills

Attention to detail

Communication skills

Time management

Multitasking

Writing skills

Education

Bachelor's degree preferred

Paralegal/Legal Assistant experience a plus

Tools

Microsoft Office

Word

Excel

PowerPoint

Adobe Acrobat

DocuSign

Job description

SEA, Ltd. is a nationally recognized forensic engineering firm, with over 55 years of industry experience. We find the "why" when things fail. Our primary clients consist of attorneys, insurance companies and manufacturers. Due to growth, we are seeking an Administrative Assistant (Project Coordinator) to work in-office, in our Charlotte office. This position will support a busy team of technical engineers. Previous legal experience (paralegal, legal assistant or similar) is preferred but professional office experience is required. Qualified candidates will have demonstrated strong attention to detail and follow-up.

*Please note that this is an in-office opportunity*

Essential Job Functions & Responsibilities:

• Provide proactive administrative support for various engineers by scheduling and tracking incoming and ongoing projects
• Responsible for document proofreading and letter composition
• Maintaining and coordinating engineers' schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules
• Uploading images and documents to electronic files
• Handles verbal and written client communications
• Ability to understand the relationships and interplay of parties involved in the industries in which we operate, and to regularly apply that knowledge
• Maintains office files and databases
• Spreadsheet creation, data entry and manipulation
• Manage meeting and lab exam scheduling, both in-person and virtually
• Provide back up support for performing conflict checks
• Serve as receptionist as needed Answer in-bound telephone calls
• Assist with time and cost entry and reviewing of invoicing
• Regular and predictable physical presence in the office
• Accept and integrate constructive feedback into job performance

Position Requirements:

• Bachelor's degree preferred but commensurate experience is considered
• Paralegal, Legal Assistant or Legal Secretary experience a plus
• High level of proficiency in Microsoft Office (Word and Excel; PowerPoint), Adobe Acrobat and DocuSign
• Five years or less of professional office experience is ideal for this role
• Proactive approach to workflow
• Ability to pivot between tasks as priorities change quickly
• Ability to perform essential functions in a cyber-secure environment
• Excellent writing skills and proofreading skills
• Strong attention to detail
• Must have strong organizational, interpersonal, communication, time management and multi-tasking skills

Physical Requirements:

• Ability to lift 20 lbs.
• Ability to communicate with colleagues and clients
• Ability to answer phones
• Ability to maneuver around the office
• Ability to file folders
• Ability to use a computer/keyboard

Benefits:

• Two medical plan options
• Dental & vision coverage
• 401(k) with company match
• Paid vacation, sick days and holidays
• Company-paid STD, LTD and life insurance

SEA places a strong value and priority on diversity, equity and inclusion across the company. We believe these values result in a more enriched work environment for our employees and allow us to best provide to our clients. SEA is also focused on, and committed to, staff health and wellbeing. We offer several benefits aimed at health and wellbeing, including an Employee Assistance Program and a Motion Wellness Program that rewards activity through contributions to employee HSA accounts.