Project Coordinator - Admin Team Office Support

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IF YOU CARE, THERE'S A PLACE FOR YOU HERE
EFI Global is a full-service engineering, fire investigation, environmental, health and safety, and specialty consulting services firm serving a variety of industries in both the public and private sectors. Over the last four decades, we have grown from a boutique firm specializing in handling insurance fraud and arson cases and providing expert witness testimony, into a recognized global leader in engineering failure analysis, origin-and-cause investigations, environmental consulting, laboratory testing and specialty consulting. Our forensic investigation, engineering and environmental services teams around the world share a dedication to expertise, quality and demonstrating to customers that caring counts®. Each of our more than 700 professional engineers, fire investigators, architects and scientists was selected for their technical proficiency, in-depth industry knowledge and commitment to professional integrity. Together, our diverse backgrounds and collective insights empower clients to make better-informed business decisions. EFI's combination of global solutions and local expertise has earned the firm a reputation for delivering timely responses that consistently meet our clients' expectations-anytime, anywhere. Click here to learn more about EFI Global.
Seeking a mid-level Administrative Assistant to support EFI Global's Environmental Team with project proposal preparation, project data management, tracking and billing/invoicing. This is a key role in facilitating communication and collaboration between various teams, keeping everyone informed and on the same page.
This is a full-time hybrid position (after initial in-office training) that must reside in the Los Angeles metro area and be able to commute to the Inglewood office 2-3 days weekly for in-office rotation.
Must be available to work an 8-hour shift between 7:00am and 6:00pm PST.
PRIMARY PURPOSE: To coordinate project scheduling and administrative tasks.
ESSENTIAL FUNCTIONS and RESPONSIBILITIES

• Gathers project data.
• Coordinates project scheduling.
• Communicates project progression to appropriate parties.
• Documents project actions and results.
• Track project due dates.
• Enters applicable information into a data system.
• Prepares project and/or presentation materials.
• Coordinates tradeshows.
• Works with vendors.
• Produces correspondence, reports, and other documentation as required.

ADDITIONAL FUNCTIONS and RESPONSIBILITIES

• Performs other duties as assigned.
• Supports the organization's quality program(s).
• Maintain and monitor department supplies.
• Set up and maintain job files, reports, and project tracking systems.
• Perform property research, prepare and send project proposals to clients.
• Maintain and update client information in client management database.
• Process vendor invoices and submit to AP for payment.
• Communicate with colleagues/clients the status of client/vendor projects/payments.
• Input project expenses into billing platform and prepare project invoices.
• Print, bind and mail hard copy reports.
• Communicate with clients pertaining to project proposals and invoices.
• Serve as back-up to other administrative assistants/Project Coordinators.

QUALIFICATIONS
Education & Licensing
High school diploma or GED required.
Experience

• Two (2) years administrative office experience or equivalent combination of education and experience required to include presentation, desktop publishing and graphics software.
• Able to type approximately 50 wpm.
• Requires Microsoft Office Suite - Outlook, Word, Excel.
• Kolfax or Adode PDF Editor experience is a plus.
• Requires software/database experience for project management tasks, such as AR, Project Set-Up, Invoicing, CRM. Knowledge of Deltek Vision is a plus!
• Preferred experience proofreading technical reports for grammar, spelling and formatting.
• Proposal preparation experience is plus!

Skills & Knowledge

• Knowledge of web technology
• Excellent oral and written communication
• PC literate, including Microsoft Office products
• Strong organizational skills
• Excellent interpersonal skills
• Ability to work in a team environment
• Ability to meet or exceed Performance Competencies

WORK ENVIRONMENT
When applicable and appropriate, consideration will be given to reasonable accommodations.
Mental: Clear and conceptual thinking ability; excellent judgment, troubleshooting, problem solving, analysis, and discretion; ability to handle work-related stress; ability to handle multiple priorities simultaneously; and ability to meet deadlines
Physical: Computer keyboarding, travel as required
Auditory/Visual: Hearing, vision and talking
As required by law, Sedgwick provides a reasonable range of compensation for roles that may be hired in jurisdictions requiring pay transparency in job postings. Actual compensation is influenced by a wide range of factors including but not limited to skill set, level of experience, and cost of specific location. For the jurisdiction noted in this job posting only, the range of starting pay for this role is $20-30 hour. A comprehensive benefits package is offered including but not limited to, medical, dental, vision, 401k and matching, PTO, disability and life insurance, employee assistance, flexible spending or health savings account, and other additional voluntary benefits.
The statements contained in this document are intended to describe the general nature and level of work being performed by a colleague assigned to this description. They are not intended to constitute a comprehensive list of functions, duties, or local variances. Management retains the discretion to add or to change the duties of the position at any time.
Sedgwick is an Equal Opportunity Employer and a Drug-Free Workplace