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Administrative Assistant - job 1 of 3

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 Insides Sales Representative is part of the sales organization within Universal Engineering Sciences. The role is responsible for establishing and maintaining a professional relationship with existing and prospective customers. Additionally, the Inside Sales Representative is responsible for growing the business with each customer until Universal Engineering Sciences becomes their primary supplier of services handled.


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 accommodation may be made to enable individuals with disabilities to perform the essential job functions.


Physical Demands & Work Environment:

• Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance, talk, and hear

• Standing or sitting for extended periods of time may be required

• Lifting and/or moving up to ten pounds is expected

• The noise level is usually moderate


Essential Duties and Responsibilities:
  • Assist the team in preparing and processing proposals, bids, and contracts.
  • Manage and update customer and project databases (e.g., CRM systems).
  • Coordinate and track the progress of sales leads, opportunities, and follow-ups.
  • Prepare sales reports, presentations, and other documentation as needed.
  • Assist in preparing marketing materials, brochures, and presentations for client meetings.
  • Respond to customer inquiries via phone, email, or in person, providing timely and accurate information.
  • Schedule and coordinate meetings, calls, and presentations between clients and sales representatives.
  • Maintain positive relationships with clients, ensuring their needs are met throughout the sales process.
  • Work closely with the marketing, engineering, and project management teams to ensure alignment on sales strategies and client needs.
  • Coordinate with finance and legal teams to ensure proper documentation of contracts and agreements.
  • Manage calendars, schedule appointments, and arrange travel for the sales team.
  • Organize and maintain electronic and physical files related to sales activities.
  • Assist with coordinating trade shows, conferences, and other sales events.
  • Handle administrative duties such as data entry, filing, and correspondence.
  • Assist in identifying new business opportunities and market segments.
  • Attending trade shows and conferences, as needed
  • Attending periodic sales training where applicable
  • Providing customer service activities as required
  • Other duties may be assigned


Required Qualifications:
  • High school diploma or equivalent required; an associate or bachelor’s degree in business administration, marketing, or a related field is preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM systems.
  • Proficiency in Spanish in addition to English is highly valued 
  • Strong phone contact handling skills and active listening skills
  • Customer orientation and ability to adapt/respond to different types of characters
  • Excellent communication and presentation skills
  • Ability to multi-task, prioritize and manage time effectively
  • Strong organizational and multitasking abilities
  • Excellent written and verbal communication skills
  • Attention to detail and ability to manage time effectively
  • Valid Driver's License with an acceptable driving record


Preferred Qualifications:
  • Previous experience in an administrative or sales support role, ideally within the AEC industry.


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.

Average salary estimate

$50000 / YEARLY (est.)
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$40000K
$60000K

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What You Should Know About Administrative Assistant, Universal Engineering Sciences

Are you ready to take your career to new heights as an Administrative Assistant at UES in sunny Miami, FL? At Universal Engineering Sciences, we're more than just an engineering and consulting firm; we're pioneers pushing the boundaries of geotechnical engineering and consulting. As an Administrative Assistant, you’ll play a vital role in our growing team, helping us deliver exceptional service to our clients in various industries, from transportation to healthcare. Your day-to-day tasks will include supporting our sales team with proposal preparations, managing customer databases, tracking sales leads, and coordinating meetings. You’ll also be connecting with clients via calls and emails, ensuring they receive the top-notch service we pride ourselves on. If you love being organized, are detail-oriented, and have a knack for effective communication, this opportunity is perfect for you. Not only will you assist in presentations and marketing materials, but you’ll also be crucial in maintaining our positive relationships with clients. You'll get the chance to collaborate with our talented teams across various divisions, ensuring that we provide aligned and comprehensive services. The environment here at UES is vibrant and dynamic, driven by values of Safety, Teamwork, Responsiveness, Integrity, Value, and Excellence. Join us and become part of a company that's not just building structures but also careers. So if you're looking for a place to make a real impact and grow with a leading firm, look no further. We can't wait to meet you and see how you can contribute to our success!

Frequently Asked Questions (FAQs) for Administrative Assistant Role at Universal Engineering Sciences
What are the essential duties of the Administrative Assistant at UES?

The Administrative Assistant at UES will be responsible for a wide range of essential duties, including preparing proposals and bids, managing customer databases, coordinating sales leads, and assisting with marketing materials. Your role will be pivotal in maintaining client relationships and ensuring smooth communication between our sales team and clients, making you integral to our daily operations.

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What qualifications are needed for the Administrative Assistant position at UES?

To qualify for the Administrative Assistant role at UES, a high school diploma is required, while an associate or bachelor's degree in business administration or a related field is preferred. Proficiency in Microsoft Office Suite and CRM systems is essential, and knowledge of Spanish is highly valued. Additionally, strong communication skills and the ability to manage multiple tasks effectively are crucial.

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How does UES support career growth for Administrative Assistants?

At UES, we believe in investing in our employees' career growth, especially for our Administrative Assistants. We provide opportunities for professional development through training programs and hands-on experiences across various departments. This way, you can enhance your skills and advance your career in the engineering and consulting fields.

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What does a typical day look like for an Administrative Assistant at UES?

A typical day for an Administrative Assistant at UES involves a blend of administrative duties and collaboration with the sales and engineering teams. You will handle tasks like organizing client meetings, managing schedules, responding to customer inquiries, and preparing reports. Each day is filled with diverse activities, ensuring a dynamic and engaging work environment.

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Why should someone apply for the Administrative Assistant position at UES in Miami?

Applying for the Administrative Assistant position at UES in Miami presents a fantastic opportunity to join a leading firm at the forefront of the AEC industry. You’ll be part of a rigorous, team-oriented culture that values individual contributions and emphasizes growth. Plus, with Miami's vibrant lifestyle, you'll enjoy both professional and personal satisfaction.

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Common Interview Questions for Administrative Assistant
How do you prioritize tasks as an Administrative Assistant?

When prioritizing tasks as an Administrative Assistant, I evaluate the urgency and importance of each task. I make use of organizational tools like to-do lists or calendar reminders to keep track of deadlines and ensure timely completion. It's essential to communicate with team members to understand their priorities and adjust accordingly to maintain smooth operations.

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Can you describe your experience with CRM systems?

I have extensive experience using CRM systems for managing customer data, tracking interactions, and generating reports. This experience has equipped me with the skills necessary to manage customer databases efficiently and utilize the data to enhance the sales process, ensuring we provide excellent service to our clients.

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How would you handle a difficult customer inquiry?

Handling a difficult customer inquiry requires patience and effective communication. I would actively listen to the customer’s concerns, show empathy, and assure them that I’m committed to resolving their issue. I would then gather the necessary information and either provide a solution or escalate the issue to the appropriate team member promptly.

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What tools do you use for effective communication and teamwork?

For effective communication and teamwork, I rely on tools like Microsoft Teams and email for instant communication, as well as project management software to keep track of ongoing tasks. Regular check-ins with team members ensure that everyone is aligned and collaboration is seamless, which is vital for our team’s success.

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Describe a time you had to manage multiple deadlines?

In a previous role, I often had to manage multiple deadlines for various administrative tasks. I overcame this challenge by breaking down each task into manageable steps and creating a detailed schedule. This allowed me to allocate my time effectively and maintain productivity without compromising quality.

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What role do you think an Administrative Assistant plays in client relationships?

An Administrative Assistant plays a crucial role in fostering positive client relationships. By serving as a point of contact between clients and the company, I help to ensure that their needs are met promptly and efficiently. Building rapport and maintaining open lines of communication are essential components of my role to enhance client satisfaction.

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How do you ensure attention to detail in your work?

To ensure attention to detail in my work, I take extra time to review my output carefully. I double-check documents before submitting them and cross-reference information when necessary. Additionally, I often seek feedback from colleagues to guarantee that nothing falls through the cracks.

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How familiar are you with creating presentations?

I am quite familiar with creating presentations using Microsoft PowerPoint. I enjoy weaving together key information and visuals to create engaging content. I have experience preparing presentations for both internal and client-facing meetings, ensuring that they effectively convey the intended message.

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How do you adapt when faced with a sudden change in priorities?

When faced with a sudden change in priorities, I remain flexible and practical. I quickly reassess my tasks' urgency and adjust my schedule accordingly. Open communication with my team helps ensure that we are aligned and can collaboratively tackle any shifts in workload, maintaining productivity.

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What motivates you to succeed in your role as an Administrative Assistant?

I am motivated by the impact my work has on the team's success and the satisfaction of our clients. Knowing that my organizational skills and support contribute to our broader goals excites me. Additionally, I thrive on personal and professional growth opportunities that encourage me to strive for excellence in my role.

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Founded in 1964, Universal Engineering Sciences, is an engineering consulting firm that specializes in geotechnical engineering, environmental sciences, building code compliance, construction materials testing, threshold inspection; they also prov...

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Full-time, on-site
DATE POSTED
January 6, 2025

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