Administrative Assistant (Project Coordinator)

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

Benefits offered by this job

Company-funded certifications

Paid vacation

Parental leave

Medical plans

HSA

401(k) with company match

Job summary

SEA, Ltd. is a nationally recognized forensic engineering firm with a Tampa office, seeking an Administrative Assistant to support a team of technical forensic engineers.

This full-time, in-office role requires strong attention to detail, excellent computer skills, and a collaborative, team-oriented mindset. The position involves proofreading, document production, scheduling, and managing client communications across investigations and trials.

Qualifications

• Bachelor's degree preferred or commensurate experience.
• Five years of professional office experience required.
• Proven proficiency with Microsoft Office and related tools.
• Excellent writing and proofreading skills; strong attention to detail.
• Able to work in cyber-secure environment and pivot between priorities.

Responsibilities

• Provide proactive administrative support for investigators by scheduling, tracking projects, and managing emails.
• Proofread documents and produce technical reports with high accuracy.
• Maintain engineer schedules for meetings, site visits, and trials; adjust calendars as needed.
• Manage electronic files, data entry, and share drive folders for client communications.
• Serve as receptionist as needed and handle incoming calls.

Skills

Strong writing

Time management

Organizational skills

Proactive workflow

Education

Bachelor's degree preferred

Paralegal/Legal Assistant experience preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Adobe Acrobat

DocuSign

Intapp

Concur

3E

Job description

SEA, Ltd. is a nationally recognized forensic engineering firm, seeking an Administrative Assistant for our busy engineering team, to work out of our growing Tampa office. This is a full time, in-office opportunity with an exceptional team! This role will involve administrative support for a group of technical forensic engineers. Strong attention to detail, exemplary computer skills and team-oriented mindset are required for success in this role.

Essential Job Functions & Responsibilities

• Provide proactive administrative support for various investigators by scheduling, tracking projects, taking notes and managing emails
• Responsible for document proofreading, letter composition and technical report production
• Maintaining and coordinating engineer's schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules, deadlines and travel
• 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
• Ability to read through various documents and communication and pull out relevant information
• Ability to search legal dockets and other resources like Bloomberg, Lexis Nexus, etc.
• Maintains electronic 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
• Handle, request and follow up on receiving police and fire reports
• Assist with time and cost entry and reviewing of invoicing
• Download, upload and create share drive folders for communications with clients
• Accept and integrate constructive feedback into job performance
• Regular and predictable physical presence in the office

Position Requirements

• Bachelor's degree preferred but commensurate experience is considered
• Paralegal, Legal Assistant or Legal Secretary experience highly preferred
• High level of proficiency in Microsoft Office (Word and Excel; PowerPoint) and Outlook, Adobe Acrobat and DocuSign, Intapp, 3E and Concur are a plus
• A minimum of five (5) years of professional office experience
• 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

• Company-funded professional certifications, fees, licenses and dues
• Company-funded professional development
• Paid vacation, sick days and holidays
• Parental leave policy
• Performance bonus program
• Extensive forensic training
• Two medical plans
• Company-funded HSA
• Wellness Rewards program
• Dental & vision coverage
• 401(k) with company match
• Company-paid STD, LTD and life insurance
• Mileage reimbursement above the federal rate
• Employee Assistance Program
• Section 125 Flexible Spending Account plans
• Majority of office locations have on-site workout facility

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.