Scheduling Administrative Assistant

Responsibilities

Responsibilities

• Receives scheduling requests from clients, contractors, project personnel, and internal stakeholders
• Schedules and coordinates field technicians, inspectors, and other personnel to support project and client requirements
• Maintains daily schedules and adjusts assignments based on workload demands, staffing availability, project priorities, and changing client needs
• Monitors scheduled activities and follows up to verify that field personnel arrive on-site and complete assigned services as requested
• Communicates scheduling updates, conflicts, delays, and changes to clients, contractors, technicians, and project teams
• Coordinates with operations personnel to optimize resource utilization and scheduling efficiency
• Maintains accurate scheduling records, logs, and supporting documentation
• Processes, formats, transmits, and distributes project and business documents in a timely manner
• Performs word processing, data entry, and document management activities
• Registers projects, proposals, and related business records within company systems
• Creates and maintains project, client, and administrative files and folders
• Organizes, files, scans, uploads, and maintains electronic and physical records
• Assists with the preparation, assembly, binding, and distribution of reports and project deliverables
• Assists with answering telephone calls and directing inquiries appropriately
• Supports incoming and outgoing mail distribution and routine office operations
• Provides backup support to other administrative personnel during absences, lunch coverage, training, and periods of increased workload
• Maintains the confidentiality of company, employee, project, and client information
• Identifies opportunities to improve scheduling processes, communication, and operational efficiency
• Performs other duties as assigned

Qualifications

Required Qualifications

• 1 year of related experience
• High school diploma or GED required
• Associate degree in Business Administration, Office Administration, Communications, or a related field preferred
• If driving for, or on behalf of, any ECS subsidiary, a valid driver’s license is required
• Knowledge of general office administration, scheduling, and coordination practices
• Ability to manage multiple schedules, priorities, and changing deadlines in a fast-paced environment
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and respond effectively to changing operational demands
• Effective verbal and written communication skills
• Strong customer service and relationship-building skills
• Ability to communicate professionally with contractors, clients, technicians, project personnel, and office staff
• Ability to accurately maintain records, schedules, and documentation
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Ability to learn and utilize scheduling, dispatching, and business management systems
• Ability to work independently while collaborating effectively with multiple stakeholders
• Ability to identify scheduling conflicts and implement practical solutions
• Ability to maintain confidentiality and appropriately handle sensitive information
• Dependable work habits and a commitment to responsiveness, accuracy, and quality

Military Qualifications

• The following US Military ranks would qualify for this position:
• E-4

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 building science + infrastructure consulting services. We are employee-owned with more than 3,200 employees in 125 offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record’s Top 500 Design Firms (April 2026), #144 in Engineering News-Record’s Top 200 Environmental Firms (October 2026) and #38 in Zweig Group’s Hot Firm List (June 2026). For additional information about ECS, visit: www.ecslimited.com.

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