Part-time Administrative Assistant (Materials Science Lab)

Responsibilities

Project Support & Coordination

• Log-in MSL Samples upon arrival
• Sign scan and upload sample submission forms,
• Review samples to ensure proper documentation,
• Create labeled containers and project tracking folders,
• Email clients with sample receipt information and expected reporting dates
• Track project deadlines, deliverables, and internal review cycles
• Maintain and update project ALF items
• Manage document templates (proposals, reports, invoices, scopes of work)

Proposal & Report Production

• Format and compile proposals and technical reports to spec
• Maintain resume and project portfolio libraries for inclusion in proposals
• Track RFPs and help prepare submission materials
• Proofread and clean up technical documents for spelling, grammar, and formatting consistency

Document & Data Management

• Upload, track, organize and archive project files (proposals, contracts, etc.)
• Track MSL documentation
• Scan analysis sheets and upload to project file upon completion of project.
• Track and record MSL Sample Disposition - storage of samples after completion and tracking sample disposal schedule

Client & Vendor Interface

• Schedule meetings, site visits, and follow-ups with clients and subcontractors
• Send out thank-you notes, scheduling reminders, and other client communications

Internal Team Support

• Assist with onboarding new team members (IT setup, training resources, HR coordination)
• Maintain PTO calendars, travel schedules, and internal resource allocations
• Track professional licensing, certifications, and CEUs for our team

Finance & Resource Tracking

• Track billable time, utilization rates, and project budgets (working with PMs)
• Follow up on timesheets, expense reports, and reimbursements
• Assist with invoicing and collections coordination
• SubK invoice processing
• Track and maintain equipment calibration schedule

Laboratory Specific Support

• Consumable supply ordering and invoice processing
• Scheduling and tracking laboratory waste disposal
• Ensuring lab cleanliness checklist completed bi-weekly
• Assist with quality system management

Marketing & Outreach

• Help maintain your team's LinkedIn presence (draft posts, share updates)
• Track upcoming conferences, speaking engagements, and award deadlines
• Format case studies, presentations, and one-pagers

Special Projects

• Research products, vendors, or building codes for upcoming scopes
• Assist in compiling and updating training materials

Qualifications

• High school diploma or GED

• 0-2 years related experience

The expected pay range for this role and location is $18-$22/hour. The final agreed-upon compensation will be determined based on specific location and other individual qualifications.

About Us

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and facilities consulting services. We are employee-owned with more than 3,000 employees in 100+ offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record's Top 500 Design Firms (April 2026), #148 in Engineering News-Record's Top 200 Environmental Firms (October 2025) and #50 in Zweig Group's Hot Firm List (May 2025). For additional information about ECS, visit: www.ecslimited.com.

ECS is an Equal Opportunity Employer. To learn more, click here.