Administrative Assistant - job 1 of 5

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.

• Establish and maintain project records, ensuring all necessary documentation, permits, and proposals are properly filed
• Assist in drafting proposals, obtaining permits, and ensuring compliance with local regulations
• Accurately record correspondence, reports, project results, and invoices while adhering to deadlines
• Organize and maintain billing records, compile timesheets from field staff and subcontractors, and prepare invoices
• Maintain records of accounts receivable, billing history, contract balances, and change orders
• Input and verify project details in company systems to ensure accuracy and compliance
• Draft professional letters, reports, and other documents as required
• Handle customer billing inquiries, address collection issues, and resolve concerns promptly to ensure a positive client experience
• Manage incoming calls from clients, municipalities, inspectors, and internal personnel, providing timely assistance
• Monitor and facilitate the collection of billed accounts
• Provide professional and courteous phone and email communication, ensuring client satisfaction
• Operate a personal computer efficiently with a typing speed of at least 45 words per minute (wpm)
• Review and interpret contracts and invoices accurately
• Follow company safety procedures and ensure compliance with relevant policies
• Effectively manage multiple tasks in a fast-paced environment while collaborating with team members
• Other duties may be assigned

• 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)
• 1-3 years of experience in administrative, billing, or accounting roles
• High school diploma or equivalent
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and data entry systems
• Excellent organizational time-management skills and attention to details
• Strong verbal and written communication skills
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
• Customer service experience and problem-solving abilities
• Commitment to regular attendance and punctuality

• Associate or bachelor's degree in business administration or a related field
• Preferably experience in the AEC industry

• 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

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/

Follow us on social media: LinkedIn | Facebook | Instagram | Twitter | YouTube

#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.