Administrative Assistant

Post Date

Jun 04, 2024



ZIP/Postal Code

Sep 13, 2024 Insight Global

Job Type



Administrative Assistant

Req #


Pay Rate

$20 - $30 (hourly estimate)

Job Description

The Administrative Assistant acts as a liaison between the client and the engineer, and is the main point of contact, for clients. The Administrative Assistant takes ownership of the entire process as it relates to each aspect of a case from the moment it opens to the time it closes. The Administrative Assistant will support engineers of varying disciplines and may manage up to several hundred cases, at varying stages, at any given point in time.

Essential Functions and Responsibilities

* Manage active projects:

o Take sign-up calls;

o Develop and manage all tasks associated with a case by prompting the expert to follow the appropriate steps;

o Responsible for the cost effective execution of the case, which may involve escalation to ensure deadlines are met and the client is satisfied;

o Manage deadlines such as reports, inspections, test programs, and testimony;

o Review invoices;

o Interface with case expert to develop case project plans and estimates;

o Timely response to client inquiries;

o Prepare/send estimates to clients;

o Create/update project plans with hours, engineer(s), and tasks;

o Consistent, timely follow-up to keep utilization rates consistent;

o Project status management via regular follow-up communications;

o Ensure review of every case for deadlines or status calls on a semi-annual basis;

o Regularly update the system with all project management and events-related information, with more detail/emphasis on larger cases: estimate letters, calls, letters, assignments, estimates, budgets, project plans, engineers, hours, costs.

* Manage pending projects:

o Follow-up with clients to turnover case from pending to active in part with the Administrative Assistant and BD;

o Call clients at regular, predetermined intervals to determine case status and whether they will approve work;

o Provide cost estimates and expert CVs as required;

o Check and update the system to ensure messages, call notes, estimates, and essential marketing notes are documented based on the engineer's work, where more detail/emphasis is placed on larger cases;

o May occasionally participate in conference calls with the sales team to discuss strategy/status updates;

o Work with functional Administrative Assistant to provide support and handle all functions in a way consistent with the needs of the functional team.

* Administrative / office management:

Nonessential Functions and Responsibilities

* Make quality control calls with regard to reports and to gather customer service feedback and satisfaction;

* Back up team support such as covering phones and data entry in the system;

* Assist Accounting team with accounts receivable management;

* Other project management / sales related ad hoc duties as required.

Success Factors/Job Competencies/Skills

* Work well under pressure and time constraints and self-initiates projects during off periods;

* Seeks ways to improve processes and implement suggestions;

* Works well in a team environment;

* Excellent verbal and written communication skills;

* Good relationship management abilities;

* Highly organized and able to prioritize tasks;

* High level of initiative and flexibility;

* Computer proficiency in various software (Microsoft Office: Outlook, Word, Excel, and Deltek Vision).

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to

To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: .

Required Skills & Experience

Qualifications Required

* Associate's Degree or higher degree in Business, Project Management, or related field

* 1-2 years' experience in a similar role within a professional services industry.

Nice to Have Skills & Experience

* Paralegal Certification/experience, a plus.

Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.