Administrative Assistant

at  Universal Engineering Sciences

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.

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)
• 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
• Previous experience in administrative roles, preferably in billing and collection
• Proficiency in computer operation such as Microsoft Office and document management systems
• Excellent communication skills, both verbal and written
• Strong organizational skills and attention to details
• Ability to handle multiple tasks and prioritize effectively
• Knowledge of proper format, grammar, spelling and punction in written communication
• Commitment to regular attendance and punctuality
• Previous experience in an A/E/C firm

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.

• Accurately document and organize correspondence, reports, project results, and invoices, ensuring alignment with project timelines.
• Manage and maintain billing and invoicing data, ensuring all records are complete, organized, and compliant.
• Complete and e-file project documentation in the document storage system upon project completion.
• Schedule building inspectors and assist with processing permits as required.
• Draft and format correspondence, reports, and other necessary documents with professionalism and attention to detail.
• Handle phone calls from clients, municipalities, building inspectors, and internal personnel, addressing inquiries and special requests regarding billing and project details with excellent customer service and professionalism.
• Respond promptly to client questions, providing assistance with clarity and a courteous approach.
• Maintain high standards of phone etiquette, demonstrating proficiency in customer service.
• Efficiently operate a personal computer with a typing speed of at least 50 words per minute and manage electronic filing.
• Interpret and manage contracts and invoices accurately, adhering to relevant policies and safety procedures.
• Perform as a reliable multi-tasker and effective team player in fast-paced, high-stress environments.
• Collaborate constructively with colleagues to accomplish departmental objectives.
• Additional responsibilities as assigned.