Receptionist

About ESi

Engineering Systems Inc. (ESi) is an engineering and scientific investigation and failure analysis firm. We are frequently retained by law firms, insurance companies, and manufacturers to answer complex technical questions on projects ranging from small, focused investigations to large-scale, high-profile losses.

Our work spans a wide range of challenges, including major transportation accidents, equipment and product failures, personal injury claims, and damage to residential, commercial, and industrial structures. The variety, complexity, and real-world impact of our projects create deeply fulfilling and intellectually engaging careers for our consultants.

At ESi, you'll have the opportunity to shape your own path while being supported by a collaborative culture, national expertise, and industry-leading resources.

Why ESi

ESi Administrative professionals provide high-level project and administrative support, enabling consultants and leadership to focus on technical and client-facing work. They coordinate calendars, communications, logistics, and documentation while managing multiple priorities in a fast-paced environment that values organization, attention to detail, and clear communication.

Key Responsibilities:

• Unlocks reception area doors each morning and locks them each evening.
• Answers incoming telephone calls promptly in a polite, professional manner.
• Determines purpose of calls, and forwards calls as appropriate while monitoring availability of staff to receive calls.
• Support Core Operator as needed throughout the day in addition to providing dedicated coverage 3-5pm for all firm offices.
• Takes and delivers messages or transfers calls to support staff or voicemail when appropriate personnel are unavailable.
• Retrieves messages from office voicemail and forwards them to appropriate personnel.
• Answers general questions about the firm and provides callers with address, directions, and other information (Tax ID, lockbox address, etc.).
• Works closely with supervisor to ensure that the reception desk is up to date with the latest company information.
• Takes meeting minutes at weekly staff meetings and sends reminders to the office as needed.
• Reviews event calendar and creates door and room signage for scheduled meetings, depositions, and inspections. Orders lunch for events as needed.
• Welcome on-site clients and visitors cheerfully and respectfully, determine the nature of their business, announce guests to appropriate personnel, ensure visitors sign in, and escort them within the office.
• Maintains the reception area and conference rooms, ensuring a neat, professional appearance. Replenishes conference room supplies as needed (coffee/tea, paper products, beverages, office supplies).
• Utilizes the TruDIgital application to update lobby TV loop. Personalize slides for guests and events as needed.
• Takes inventory & orders office supplies. Keeps supply room organized.
• Receives and distributes mail and packages. Initiates FedEx shipments as needed. Maintains the business machines in the reception area.
• Assists with planning and coordination of office meetings and events.
• Helps with planning, decorating, and celebrating holidays, birthdays, and/or seasonal gatherings.
• Assists with office safety.
• Performs work maintaining confidentiality and discretion of sensitive data and information.
• Assists with invoice processing and expense reports/approvals.
• Performs other clerical duties as needed, such as filing, printing, scanning, paper shredding, and data entry.

Qualifications

Education / Certifications / Licenses

• Previous receptionist experience a plus.
• Previous events experience a plus.

Experience

• Previous receptionist experience a plus.
• Previous events experience a plus.
• Experience with WebEx Calling or ability and willingness to learn to do so quickly.
• Experience with Outlook for email and calendaring.

Other Technical & Non-Technical Skills

• Enjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Deals with clients (both internal and external) in a professional and courteous manner.
• Proactive - looks for new opportunities to provide value to the team. Does not always wait to be asked, anticipates needs, and accomplishes tasks with little to no direction.
• Quick learner - utilizes all available resources to develop skills and asks thoughtful questions.
• Strong communication skills, both written and verbal. Proficiency in grammar, spelling, and punctuation is required.
• Performs other duties as required.

What We Can Offer You

We believe great work happens when people feel supported, challenged, and trusted. Some of the benefits we offer include:

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance/Universal Life Insurance
• 401k with employer match
• Pet Insurance
• Flexible Time Off (FTO) - encouraged to take 20 days of paid time off/year
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• Work/Life Balance in a collaborative working environment
• Wellness Reimbursement
• Career Growth & Continuing education opportunities

Physical Demands:

This role requires sitting for extended periods of time and the ability to stand and walk as needed throughout the workday. The position involves regular computer-based work and use of standard office equipment. This role may occasionally require lifting and/or moving items weighing up to 25 pounds. The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment:

Work is performed in a standard office environment and may include remote or hybrid work arrangements. The work environment is generally quiet to moderately noisy and involves typical office conditions including computer workstations and standard office equipment. The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

To all recruitment agencies : ESi does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of ESi without a prior written search agreement will be considered unsolicited and the property of ESi. Please, no phone calls or emails.

ESi is an equal opportunity employer committed to attracting and retaining the most qualified individuals based on merit, experience, and skills. Employment decisions are made without regard to race, ethnicity, color, religion, national origin, sex, sexual orientation, age, disability, or veteran status. In accordance with applicable laws, ESi actively supports the employment of veterans and individuals with disabilities.