Administrative Assistant - Sales

OverviewUniversal Engineering Sciences (UES) is a nationwide leader in Geotechnical Engineering, Construction Materials Testing and Inspection, Building Code Compliance, Environmental, Occupational Health & Safety, and Building Envelope services.
SummaryThe Administrative Assistant - Sales supports the team by managing administrative tasks, coordinating sales activities, and assisting with customer inquiries. This role is essential in ensuring the smooth operation of the department by handling paperwork, scheduling, data entry, and communication with clients. The ideal candidate will be organized, detail-oriented, and have strong interpersonal skills to support the sales team effectively.
QualificationsTo 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:

• Provide comprehensive administrative support to the team, including scheduling meetings, managing calendars, and organizing travel arrangements.
• Serve as a point of contact for clients, handling inquiries, and addressing issues or concerns in a timely and professional manner.
• Prepare and manage sales-related documents such as proposals, contracts, and invoices. Ensure that all documents are accurate and properly filed.
• Maintain and update client databases, records, and reports. Ensure data accuracy and confidentiality.
• Assist in coordinating sales activities, including tracking sales leads, preparing sales presentations, and organizing promotional materials.
• Process sales orders and ensure they are entered correctly into the system. Monitor and follow up status with relevant departments to ensure timely delivery.
• Facilitate communication between the team, clients, and other departments within the company to ensure that information flows smoothly and issues are resolved promptly.
• Generate and distribute regular reports to the team and management, highlighting key performance metrics and trends.
• Assist in planning and coordinating events, trade shows, and client meetings, including logistics and materials preparation.
• Track and process expense reports for the team, ensuring timely reimbursement and adherence to company policies.
• Utilize software to track client interactions, manage pipelines, and maintain up-to-date client records.
• Assist in the execution of campaigns by organizing promotional materials, tracking campaign performance, and providing administrative support.
• Perform other administrative tasks as needed to support the sales team and overall business objectives.

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 words per minute