Administrative Assistant - Universal Engineering Sciences : Job Details

Overview:

UES is a privately held, rapidly growing engineering and consulting firm with nearly six decades of experience in geotechnical engineering, construction materials testing, building code compliance, threshold inspections and environmental consulting. With more than 3,800 professionals across 80+ branches in high growth markets in the U.S., UES consults on projects of all sizes for public and private clients in industries ranging from transportation and healthcare to commercial, residential, and education.

Experienced and proven, UES is considered a pioneer of the industry and stands at the forefront of emerging technology and best practices. Our work includes public and private clients, as well as public-private partnerships, and consists of projects ranging from transportation and infrastructure to aviation and aerospace. Our engineers, geologists, certified inspectors, scientists, and drillers offer an unwavering commitment to excellence, approaching each project with the knowledge that precision, professionalism, and creative solutions are what drive success and cultivate enduring client relationships.

As UES continues to grow, it's critical that we have a defined set of values that guide us like a north star. These values need to demonstrate who we are as a company and what we believe. STRIVE stands for Safety, Teamwork, Responsiveness, Integrity, Value, and Excellence.

Summary

The Administrative Assistant is a key role responsible for assisting the department with a variety of administrative tasks to meet the needs of clients, colleagues, and managers. The ideal candidate will play a pivotal role in ensuring smooth project operations by managing administrative tasks, coordinating project logistics, and effectively handling dispatching responsibilities. This role requires excellent communication skills, multitasking abilities, and a proactive approach to problem-solving.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Physical Demands & Work Environment

* Work is normally performed in a typical interior/office work environment

* Lifting and/or occasionally moving up to thirty-five pounds can be expected

* Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance; talk and hear. Body motions and movements include bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing

Essential Duties and Responsibilities:

* Accurately document correspondence, reports, results, and invoices, adhering to project deadlines.

* Organize and maintain billing and invoicing data.

* Prepare and manage project documentation, including contracts, permits, and schedules.

* Create and organize project folders in compliance with company standards.

* Input and verify project details in company systems to ensure accuracy.

* Schedule building inspectors and assist with permit processing as needed.

* Draft correspondence, letter reports, and other required documents.

* Handle calls from clients, municipalities, building inspectors, and internal personnel.

* Address client questions and special requests related to typing and billing promptly.

* Coordinate and schedule field staff and resources to meet project deadlines.

* Communicate updates and resolve scheduling conflicts with field teams.

* Monitor project progress and adjust schedules as necessary.

* Provide excellent customer service through polite and professional phone communication.

* Operate a personal computer proficiently, with a typing speed of at least 45 words per minute (wpm).

* Interpret contracts and invoices accurately.

* Follow safety procedures and ensure compliance.

* Multitask effectively and collaborate as a team player in a fast-paced environment.

* Support department goals through effective teamwork and communication.

* Perform additional duties as assigned.

Required Qualifications:

* Valid Florida Driver's License with an acceptable driving record (in accordance with our Driver's License and Motor Vehicle Record Check Criteria)

* Ability to pass a background check screening in accordance with Florida's Jessica Lunsford Act (or equivalent state classification)

* Proven experience as an Administrative Assistant, preferably with project set-up and dispatching responsibilities

* Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software

* Excellent organizational and time-management skills

* Strong verbal and written communication skills

* Ability to multitask, prioritize, and meet deadlines in a fast-paced environment

* Knowledge of scheduling or dispatching software is a plus

Preferred Qualifications:

* High school diploma or equivalent (required); Associate's or Bachelor's degree in business administration or a related field (preferred).

* Previous experience in administrative roles, preferably in billing and collection

* Strong organizational skills and attention to details

* Knowledge of proper format, grammar, spelling and punction in written communication

* Commitment to regular attendance and punctuality

Who We Are:

UES provides essential engineering services for some of the most prominent and significant projects in the nation. Our team members, from our drillers to administrative staff, contribute directly to projects that transform communities. With some of the greatest talent in Geotechnical Engineering, Construction Materials Testing and Inspection, Code Compliance, Environmental, Occupational Health & Safety, and Building Envelope, we are committed to delivering groundbreaking solutions for our clients. At the core of our success is our team members who make it all possible. We know that the projects we deliver are only as good as our people, which is why we offer enriching opportunities for career growth at every level.

Growing in Excellence

As the #1 fastest growing AEC firm on The Zweig Group's Hot Firm list in 2021, UES is poised to lead our industry into the future. As we evolve from a one-man operation to a company spanning 75 branches and 3,500 employees, we're looking for enthusiastic talent to launch their careers and grow along with us.

Why Work at UES?

We value the individual contributions of our employees, and we show this through providing great benefits. Please ask your recruiter what benefits plans apply to you.

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#GroundedInExcellence

EEO/AA/Disability/Veteran Universal Engineering Sciences is a Drug-Free Workplace. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.