Project Coordinator

At Rimkus, our Built Environment Solutions team combines global reach with local expertise to shape the future of the built environment. Our engineers, architects, and technical specialists deliver innovative solutions that prioritize sustainability, resiliency, and long-term value. From design to operations, we help clients reduce risk, extend asset life, and cut costs while making a real impact on how communities live and work. Joining Rimkus means being part of a forward-thinking team that’s solving today’s challenges and building tomorrow’s possibilities.

The Project Coordinator acts as a shared resource that supports daily operations by managing administrative and project-related tasks for multiple consulting engagements and engineers. This includes coordinating schedules, tracking project milestones, organizing and maintaining records, and ensuring timely completion of deliverables. The role also involves supporting data collection, research, and reporting efforts, assisting with budgeting and billing processes, and coordinating resources such as technical equipment and team logistics. Day-to-day work requires frequent communication with internal teams and client interaction, while ensuring accuracy, adherence to procedures, and efficient workflow in a fast-paced, in-office environment.

• Support experts and team(s) in executing forensic engineering and consulting projects, delivering high-quality administrative and project coordination support.
• Manage assigned matters from receipt through completion, including reviewing matter assignments and ensuring all required information is captured into company systems.
• Track project milestones, deliverables, and timelines to ensure timely completion and alignment with client expectations.
• Coordinate project logistics, including scheduling inspections, meetings, conference calls, depositions, and trial testimony.
• Organize, maintain, and manage electronic project files and records in accordance with company standards; coordinate secure file sharing of project data.
• At times, may be asked to collect, analyze, organize, and compile data and information under general supervision. May be asked to assist with preparation of summaries and reports of findings.
• Conduct research to gather technical information and support review of scientific literature and applicable standards.
• Assist with field investigation coordination, testing activities, and data acquisition processes.
• Coordinate technical equipment needs, including shipping between offices and resource allocation for project teams.
• Communicate professionally with internal teams and clients as needed to support project execution.
• Ensure adherence to established procedures, protocols, and quality standards while contributing to problem-solving and continuous improvement efforts.
• May help manage shared resources, meeting calendars, and dependencies across projects, especially where PMs or team members overlap across initiatives.
• Manage calendars, email communications, and general correspondence for assigned team members or departments.

In close collaboration with Sr. Regional Administrative Manager and Business Leadership, the Project Coordinator may be asked to:

• Maintain and organize files including matter-related records, administrative files, vendor files, and archives in accordance with company policies.
• Support project financials by assisting with invoice review and submission to clients via email or client portals.
• Process invoices, check requests, and third-party vendor payments accurately and in a timely manner.
• Support evidence management processes, including storage, tracking, and handling of legal subpoenas, as applicable.
• Assist with client collections activities in coordination with management, when required.
• Collaborate with other administrative staff to ensure efficient office operations and consistent service delivery.
• Independently prioritize and manage workload to meet deadlines and performance expectations.
• Communicate clearly and professionally, adapting communication style to different audiences and situations.
• Participate in team meetings, including regional administrative conference calls, and engage in ongoing learning and development.
• Adhere to all company administrative procedures and policies.

Perform additional duties as assigned to support business operations.

Requirements

• Bachelor’s degree in business administration, Project Management, Engineering, Sciences, or a related field preferred (or equivalent combination of education and experience).
• 2+ years of experience in project coordination, administrative support, or a professional services environment.
• Experience supporting multiple projects or stakeholders in a fast-paced, deadline-driven setting.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint); experience with project tracking or document management systems preferred.
• Ability to work with data collection tools, databases, and file-sharing platforms including SharePoint.
• Exposure to technical or scientific environments (engineering, lab, or research support) is a plus.
• Eligible to work in the United States.

Communication & Interpersonal Skills

• Ability to interact effectively with internal teams and external clients in a professional environment.

Project & Administrative Capabilities

• Familiarity with scheduling and document control processes.
• Familiarity with billing processes, time and expense tracking, and invoice coordination is preferred.

Benefits

• Private Healthcare Plan
• Pension Plans
• Life Assurance
• Leave Package
• Training & Development
• Employee Assistance Programme - Counseling