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Administrative Assistant - job 1 of 2

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 is a reliable, trustworthy individual who thrives in a fast-paced environment where collaboration and autonomy are valued.

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

Correctly documents correspondence, reports, results, and invoices for the department. All work must be assembled and distributed following project deadlines.
Organizes and maintain data related to billing and invoicing
Scheduling of building inspectors
Assist with processing of permits
Creates correspondence, letter reports, and other documents when necessary
Takes calls from clients, municipalities, building inspectors, and other intraoffice personnel.
Speaks eloquently and politely on the phone to clients and colleagues
Proficiently operates a personal computer, with the capability of typing at least 50 words per minute (wpm)
Ability to function in a high-stress environment, be a strong multi-tasker, and be a team player
Answers client questions and assists them promptly.
At project completion, scans the complete file into the document storage system.
Knowledge and usage of proper format, grammar, spelling, and punctuation.
Regular attendance is required
Understands and interpret contracts and invoices.
Handles special client requests regarding typing and billing
Follows safety procedures
Other duties may be 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)
One to three years related experience and/or training or equivalent combination of education and experience.
Ability to read and write, including interpreting documents such as safety rules, operating and maintenance instructions, and procedure manuals, as well as writing routine reports and correspondence and speaking effectively with colleagues, supervisors, and customers/clients.
Computer skills sufficient to operate a laptop, including sending and receiving emails, and the ability to learn Field Data Collection (FDC)/Inspector Gadget to input data and prepare reports.
Mathematical skills sufficient to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.
Reasoning ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form

Preferred Qualifications:

High school diploma or general education degree (GED) preferred
Ability to type 45 wpm

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.

Check out our website: https://teamues.com/

#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.

Average salary estimate

$45000 / YEARLY (est.)

min

max

$40000K

$50000K

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What You Should Know About Administrative Assistant, Universal Engineering Sciences

Are you ready to kickstart your career with a dynamic team? As an Administrative Assistant at UES, you will be stepping into a critical role where your ability to manage various administrative tasks will greatly support our engineering and consulting success. At UES, a rapidly growing firm with nearly six decades in the industry, you will be surrounded by an inspiring culture built on our values: Safety, Teamwork, Responsiveness, Integrity, Value, and Excellence. You’ll help our department thrive by documenting correspondence, scheduling building inspectors, processing permits, and ensuring effective communication with clients and colleagues. If you enjoy working in a fast-paced environment and appreciate a blend of teamwork and autonomy, this position might be calling your name! You will be responsible for organizing data related to billing and invoicing, answering client inquiries, and utilizing your strong computer skills to assist with various reports. We’re looking for reliable candidates with at least one to three years of related experience who can type at least 50 wpm, interpret contracts, and perform mathematical calculations. If you have a passion for detailed work, strong communication skills, and enjoy contributing to meaningful projects that impact communities, then we would love to see you join UES, where your contributions directly help make a difference!

Frequently Asked Questions (FAQs) for Administrative Assistant Role at Universal Engineering Sciences

What are the key responsibilities of an Administrative Assistant at UES?

The Administrative Assistant at UES is responsible for a variety of crucial tasks such as documenting correspondence, scheduling building inspectors, processing permits, and managing billing records. They also play a significant role in client interaction, ensuring all inquiries are handled promptly and effectively.