Project Coordinator Sr / Administrative Assistant

The 'Apply with SEEK option' will be utilized for International applicants, mainly Australia. If this does not apply to you please use the 'Apply' option.

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 an experienced Project Coordinator / Administrative Assistant to assist with various projects and assignments supporting EFI Global's Houston Fire Service and Engineering teams.

This is a full-time in-person position working in our North Houston office and must reside in the greater metropolitan area of Houston TX.

This is a fast-pace, “hit the ground running” administrative support role. (NOT an IT or Project Management role.)

Must be available to work an 8-hour shift between 7:00AM to 5:00 PM CT.

PRIMARY PURPOSE: To provide administrative support to the project management team and oversight on complex project documentation preparation; to serve as escalation point for project commitment and project reporting; administrator role for project technology tools and project delivery team or work group training resource.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES

• Oversees project documentation and coordinates documentation revisions and distributions.
• Prepares project status reports for project team.
• Coordinates meeting scheduling and communication plans regarding the projects for delivery.
• Maintains project information and data (software applications, web-based tools, job cost accounting tools, etc.).
• Acts as a point of contact for escalated matters among the team.
• Processes documentation for project commitments.
• Trains new project support team on project policies, administration, and governance.
• Assists management in the implementation of and monitoring the adherence to project governance practices and policies.
• Assists with project administration deliverables (i.e. meeting minutes, budget tracking, schedule updates, move management, closeout).
• Assists in project closeout process including turnover documentation and financial reconciliation.

ADDITIONAL FUNCTIONS and RESPONSIBILITIES

• Performs other duties as assigned.
• Supports the organization's quality program(s).
• Self-direct tasks and time management to meet business demands.
• Uses project management/accounting software to assign project numbers.
• Tracks project work orders/purchase orders and other authorizations.
• Coordinates internal requests for insurance certificates.
• Coordinates subconsultant and subcontractor invoices, insurance requirements, vendor agreements
• Prepare and finalize project invoices using Deltek Vision.
• Monitors response times and tracks project due dates for various clients.
• Enters applicable project information into a data system, tracking software and/or spreadsheets.
• Coordinates vendor agreements, budgeting requests and invoices.
• Assists with report formatting, finalization, and delivery to clients.

QUALIFICATIONS

Education & Licensing
High school diploma or GED required. Associate degree or equivalent from an accredited college or university preferred.

Experience

• Four (4) years administrative office experience or equivalent combination of education and experience required.
• Requires Microsoft Office Suite – Excel and PowerPoint.
• Preferred software/database experience for project management tasks, such as AR, Project Set-Up, Invoicing, CRM. Knowledge of Deltek Vision and Concur is a plus!
• Preferred experience proofreading technical reports for grammar, spelling and formatting.
• Residential and/or commercial property insurance is a plus!

This would be a good career transition for collections specialist, billing specialist, accounts receivable specialist, accounts receivable associate, accounts payable, accounting assistant, human resources assistant, customer service, front office, receptionist, office manager, office administrator, office coordinator.

Skills & Knowledge

• Knowledge of web technology
• Knowledge of project databases
• Intermediate skills with project management software and Microsoft Office Suite
• Excellent oral and written communication
• PC literate, including Microsoft Office products
• Strong organizational skills
• Excellent interpersonal skills
• Ability to write routine reports and correspondence
• Ability to solve problems in standard situations
• 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

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