Operations Coordinator / Executive Assistant

Oracle Forensics is seeking a highly organized Operations Coordinator to oversee the administrative and operational functions of the company. This individual will serve as the operational hub of the organization and ensure that scheduling, communications, logistics, office operations, and administrative functions run smoothly so engineers can focus on engineering work. This job requires an extreme level of adaptability as the job will not be the same everyday.

The successful candidate is proactive, organized, detail-oriented, and enjoys creating order from a fast-paced and constantly changing environment.

Primary Responsibilities

Scheduling & Calendar Management

• Schedule scene inspections, laboratory examinations, meetings, and depositions
• Maintain Andrew Thoresen’s calendar
• Coordinate engineer availability and travel schedules
• Resolve scheduling conflicts
• Send calendar invitations and reminders

Email & Administrative Communications

• Manage Andrew Thoresen’s email for all non-technical matters
• Respond to routine administrative inquiries
• Route technical questions to engineering staff
• Coordinate communication with attorneys, clients, vendors, and staff
• Monitor action items and follow-up requirements

New Assignment Intake

• Receive and process new assignments
• Open and organize case files
• Gather assignment information and supporting documents
• Prepare and distribute retainer agreements
• Maintain assignment tracking records

Financial Administration

• Enter incoming payments into QuickBooks
• Track retainers and outstanding invoices
• Assist with billing follow-up
• Process incoming checks and payments
• Maintain financial tracking records

Evidence & Logistics Coordination

• Track incoming and outgoing evidence
• Coordinate evidence shipments and deliveries
• Transport evidence between storage and laboratory facilities
• Maintain evidence inventory records
• Assist with evidence handling and organization

Office & Operations Management

• Retrieve and process incoming mail daily
• Maintain laboratory supplies, snacks, beverages, and coffee
• Ensure company vehicles remain stocked with necessary field supplies
• Coordinate vehicle maintenance and service appointments
• Assist with general office organization and operational needs

Physical Requirements

• Valid driver’s license and acceptable driving record
• Comfortable driving a half-ton pickup truck for local transportation needs
• Ability to safely lift and carry up to 75 pounds
• Ability to move evidence and equipment within office, laboratory, and storage environments

What Success Looks Like

After six months, Andrew Thoresen should rarely need to:

• Enter payments into QuickBooks
• Schedule inspections, meetings, or depositions
• Process new assignments
• Send retainer agreements
• Manage routine administrative email
• Track vehicle maintenance
• Monitor laboratory supplies
• Stock company vehicles
• Coordinate evidence movement
• Retrieve and process mail

Instead, Andrew should be focused on:

• Engineering analysis
• Scene inspections
• Evidence examinations
• Report writing
• Depositions and testimony
• Business development

The ideal candidate takes ownership of operational details, anticipates needs before they become problems, and ensures that administrative and logistical tasks are handled without requiring constant oversight.

The ultimate goal of this position is simple:

“Allow engineers to focus on engineering.”

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Retirement plan

Experience:

• Office Management: 3 years (Preferred)

Work Location: In person