Lead Regional Coordinator

At Haag a Salas OBrien company weve been a trusted leader in forensic engineering and consulting since 1924 helping clients solve complex high-stakes problems when it matters most. Were known for technical excellence integrity and clear defensible conclusions. Were equally committed to building a career environment where talented professionals can do their best work grow their expertise and make a real impact.

In June 2024 Haag merged with Salas OBrien expanding whats possible for our team. Haag remains focused on forensic engineering and we now offer the added strength of a broader employee-owned organization. This brings deeper technical resources expanded collaboration and more opportunities to build your career across a wide range of disciplines and industries.

Founded in 1975 Salas OBrien is an employee-owned engineering and professional services firm focused on achieving impact for our clients our team and the world. We are engineered for impact and we bring that same commitment to our people as we do to our projects. We live our values every day: Inspire Achieve and Connect as shared owners of our success with a focus on a sustainable future.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for energy manufacturing and industrial process data centers healthcare science and technology high-rise buildings education and other building types as well as structural and building sciences infrastructure asset management advanced robotics and more. Our technical expertise is paired with an exceptional team of business development human resources finance and accounting information technology and marketing professionals all of whom play a key role in bringing our commitments to deliver outstanding client outcomes and build long-term careers.

Haag is seeking a Regional Lead Coordinator.

Position Summary:

The Lead Regional Coordinator manages administrative support for a designated region and provides mentoring and training to Regional Coordinators. This role ensures consistent scheduling communication and office support while serving as the primary point of contact for regional administrative needs. Experts and Regional Coordinators including the Lead Regional Coordinator work together as a team to give the best internal and external customer experience on projects. The Lead Regional Coordinator has reduced expert support of two or three billable experts.

Essential Duties and Responsibilities:

Workload Distribution

• In consultation with Regional Team Lead organize and lead workload distribution
• Monitor Job Assignment Tool and assign projects as directed
• Review and confirm backlog of experts within region

Project Assignment Cycle

• Complete opening of assignments or delegate completion of opening of projects in conjunction with workload distribution
• Assist experts in scheduling/logistics for inspections and meetings
• Assist experts in providing budgets with proper verbiage per contract (when applicable) and recording/documenting approvals properly. Recording/documenting budget increases properly when approved by client.
• Coordinate communication between various experts on project team
• Coordinate and order outside services as requested by expert (Aerial diagrams equipment other contractors including ladder assist etc.)
• Guide reports estimates and other deliverables through review process
• Assemble reports estimates and other deliverables into final format and obtain signature(s) from expert(s)
• Transmit final reports estimates and other deliverables to clients
• Monitor and assist in maintaining compliance on projects including providing written communication confirming calls were made to meet assignment requirements
• Assist and respond to inquiries on projects including preparation of electronic files to be shared with clients
• Provide excellent customer service when problems arise and escalate to Regional Team Lead when needed
• Complete regular invoicing
• Assist with maintenance of electronic file including filing emails/communication in project folder

Maintaining Data and Procedures

• Maintain accurate records in internal ERP and scheduling systems (including but not limited to Date of Inspection Report Promised Date Report Sent Date etc.)
• Maintain accurate records in external programs for specific client requirements (Xactanalysis AlacNet/Cattrax Corelogic Slide/Align etc.)
• Knowledgeable in Haag procedures and contractual agreements where to locate that information and how to use it

Mentoring/Training

• Assist in providing mentoring and training to Regional Coordinators within region ensuring adherence to company standards

Operational

• Oversee administrative activities within region
• Act as liaison between regional team and the Administrative Manager
• Implement process improvements for regional administrative efficiency
• Prepare regional administrative performance reports
• Monitor compliance in all systems

Essential Tasks:

Daily

• Monitor Job Assignment Tool organize and lead workload distribution including assigning projects
• Complete opening of projects for experts in region
• Update ERP with project information for experts in region
• Assist in scheduling/logistics for inspections and meetings for experts in region
• Coordinate communication between project manager clients(s) additional experts property owners and others as needed
• Complete regular invoicing for experts in region
• Handle administrative tasks for project assignments
• Oversee regional admin activities
• Monitor and evaluate Regional Coordinators

Weekly

• Oversee regional administrative activities
• Liaise with Admin Manager
• Implement improvements
• Train/Mentor Regional Coordinators
• Ensure project compliance
• Bi-weekly review status of projects and compliance issues with Lead Regional Coordinator and Regional Team Lead
• Bi-weekly team meetings to cover performance of the team availability needed assistance and other topics

Monthly

• Meet with Administrative Manager and all Regional Team Leads to review processes and provide feedback
• Meet with Administrative Manager all Lead Regional Coordinators and all Regional Coordinators to review processes and provide feedback

As needed

• Identify need for upcoming positions with Administrative Manager
• Participate in hiring process for staff in their region
• Prepare and guide reports estimates and other deliverables for review assembly signatures and transmittal to clients
• Order outside services
• Handle urgent scheduling or travel needs
• Process write off requests from experts within region and send to Regional Team Lead for review and approval

Direct Reports:

• None

Minimum Qualifications:

• Education: High school diploma or equivalent required. Associates Degree or some college preferred.
• Licensure: None
• Certifications: None
• Work Experience: Minimum 5 years in administrative role including leading teams
• Supervise Staff: NO

Knowledge Skills and Abilities:

• Ability to communicate orally or in written form effectively with employees and clients.
• Builds and maintains positive and cooperative working relationships.
• Maintains enthusiasm and a sense of urgency towards work.
• Accepts and adjusts to changes in work priorities willingly and efficiently.
• Strong grammar and proof-reading skills.
• Demonstrates strong attention to detail.
• Ability to work number of assigned hours.
• Possesses strong critical thinking skills and is willing to go above and beyond to get the job done.
• Basic computer skills including Microsoft Office Word Excel PowerPoint and Adobe Acrobat.

Physical Demands / Work Environment:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Individuals may need to sit or stand as needed. May require walking primarily on level surfaces for periods of the day. Reaching above shoulder heights below the waist or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques required. May include lifting up to 25 pounds. Primary environment: ambient room temperatures lighting and traditional office equipment as found in a typical office.

Hybrid role working 2 days in the office with the potential for more days based on business need.

Benefits

• Discretionary yearly bonus based on individual and company performance.

This role is eligible for a comprehensive U.S.-based benefits package including:

Medical dental and vision insurance

401(k) with company match

Paid time off and company holidays

Wellness programs and employee assistance resources

Professional development and career growth opportunities

For more information visit our full benefits overview at Opportunity Employment Statement

Salas OBrien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race colour religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state/provincial or local laws. Salas OBrien will accommodate the disability-related needs of applicants as required by law.

Third-Party Agency Notice

We do not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.

Required Experience:

IC