Part-time Administrative Assistant (Materials Science Lab)

What You'll Do:

• 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)

• 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

• 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

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

• 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

• 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

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

• 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

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

What We're Looking For:

• 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.

Who We Are:

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.