Administrative Assistant (Project Coordinator)

About the role

SEA, Ltd. is a nationally recognized forensic engineering firm with over 55 years of industry experience, focused on determining the "why" when things fail. The firm primarily serves attorneys, insurance companies, and manufacturers. We are seeking an Administrative Assistant (Project Coordinator) to work in‑office at our Rolling Meadows location, providing support to a busy team of technical professionals, largely engineers. Previous legal experience (paralegal, legal assistant, or similar) is preferred, but professional office experience is required. Qualified candidates must demonstrate strong attention to detail and follow‑through.

Responsibilities

• Provide proactive administrative support for various engineers by scheduling and tracking incoming and ongoing projects
• Responsible for document proofreading and letter composition
• Maintaining and coordinating engineers' schedules of meetings, site inspections, depositions, mediations, arbitrations, and trials and changes to trial schedules
• 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
• Maintains 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
• Assist with time and cost entry and reviewing of invoicing
• Regular and predictable physical presence in the office

Requirements

• Bachelor's degree preferred; commensurate experience considered
• Paralegal, Legal Assistant, or Legal Secretary experience highly preferred
• Minimum of five (5) years of professional office experience
• High level of proficiency in Microsoft Office (Word and Excel; PowerPoint) and Outlook, Adobe Acrobat, and DocuSign
• 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 and proofreading skills
• Strong attention to detail
• Strong organizational, interpersonal, communication, time management, and multi‑tasking skills
• 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

• Two medical plan options
• Dental & vision coverage
• 401(k) with company match
• Paid vacation, sick days, and holidays
• Company‑paid STD, LTD, and life insurance
• Parental leave
• Company‑funded HSA
• Employee assistance program
• Wellness rewards program
• On‑site workout facility (available at most offices)

Pay

Compensation for this role is based on a candidate's education, skills, and relevant experience. For qualified candidates, the anticipated pay range is $29.00 to $32.25 per hour.