Administrative Assistant (Project Coordinator)

S-E-A; Charlotte (NC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical coverage (2 plans)

Dental & Vision

401(k) with company match

Paid vacation, sick days & holidays

Company-paid STD, LTD & life insurance

Job summary

SEA, Ltd. is a nationally recognized forensic engineering firm seeking an Administrative Assistant (Project Coordinator) to support a busy team in our Charlotte, NC office.

In-office work is required; prior paralegal or legal assistant experience is a plus, but strong professional office experience is essential. The role involves scheduling, document handling, calendar management, invoicing support and client communications.

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, Excel, PowerPoint) and Outlook; DocuSign & Adobe Acrobat.
• Five years or less of professional office experience is ideal for this role.

Responsibilities

• Provide proactive administrative support for engineers by scheduling and tracking projects.
• Proofread documents and compose letters with attention to detail.
• Coordinate engineers' meeting schedules, site visits, depositions, mediations, arbitrations and trials.
• Upload images and documents to electronic files; manage client communications.
• Maintain office files, databases and perform data entry; support invoicing processes.

Skills

MS Word & Excel

Attention to detail

Written communication

Organization & multitasking

Verbal communication

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

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) and Outlook, 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.