Administrative Assistant (Project Coordinator)

SEA, Ltd.

About the role

SEA, Ltd., a nationally recognized forensic engineering firm, seeks an Administrative Assistant to join their busy engineering team based in Tampa. This is a full-time, in-office position.

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
• Maintain and coordinate engineer’s schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules, deadlines, and travel
• Upload images and documents to electronic files
• Handles verbal and written client communications
• Understand the relationships and interplay of parties involved in the industries in which we operate, and regularly apply that knowledge
• Read through various documents and communications and pull out relevant information
• 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 backup support for performing conflict checks
• Serve as receptionist as needed
• Answer inbound telephone calls
• Handle, request, and follow up on receiving police and fire reports
• Aid 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
• Perform back-up support for performing conflict checks
• Serve as receptionist as needed

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, DocuSign, Intapp, 3E, and Concur
• 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
• 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
• Motion Wellness Program that rewards activity through contributions to employee HSA accounts

Section 125 Flexible Spending Account plans

• Majority of office locations have on-site workout facilities

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 serve 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.