Essential Job Functions & Responsibilities:
- Primary support person for engineers/investigators in scheduling and tracking incoming and ongoing projects
- Primary support person for Senior Business Development Associate and local Sales Associate in scheduling and tracking incoming projects, leads, and sales efforts via software (Salesforce at the present)
- Responsible for accounts receivable collections for evidence retention fees and invoices under $10,000
- Responsible for document proofreading and letter composition
- Maintaining and coordinating engineer’s schedules of site inspections, depositions and changes to trial schedules
- Research property records and communicate with building departments
- Handles verbal and written client communications
- Maintains electronic and physical office files and databases
- Assist in annual file archival/purging process, including moving physical files from one location to another within the office
- Spreadsheet creation, data entry and manipulation
- Handles meeting and lab exam scheduling
- Provide support for performing conflict checks
- Fill in for receptionist as needed, greet guests, clients, answer telephone
- Direct/usher guests, clients to the warehouse/lab as needed
- Interact with office maintenance workers. Direct/usher them to the warehouse/lab as needed
- Regular and predictable physical presence in the office
- Serve as back-up for delivering mail/overnight mail to post office/UPS.
Position Requirements:
- Bachelor’s degree preferred, or commensurate experience
- Executive Assistant, Paralegal or Legal Assistant experience highly preferred
- High level of proficiency in MS Office (Word and Excel; PowerPoint) and Outlook
- Proficiency in Salesforce software preferred
- A minimum of five (5) years of related experience
- Must be comfortable with working in an office setting that is open to the public
- Must have strong organizational, interpersonal, communication, time management and multi-tasking skills
- Excellent writing skills and proofreading skills
- Very detail oriented
Physical Requirements:
- Ability to communicate effectively with colleagues and clients
- Ability to answer phones
- Ability to maneuver around the office and navigate stairs
- Ability to walk approximately 500 feet to warehouse
- Ability to carry/lift 50 lbs
- Ability to file and carry folders
- Ability to bend and/or bend and lift
- Ability to use a computer/keyboard and hold a telephone receiver while talking and taking notes
EEO-M/F/Disabled/Vets
Administrative assistant, executive assistant, support
