Administrative Assistant

Overview:   Universal Engineering Sciences (UES) has an opening in our Construction Services Department. UES is a nationwide leader in Geotechnical Engineering, Construction Materials Testing and Inspection, Building Code Compliance, Environmental, Occupational Health & Safety, and Building Envelope.
SummaryThe Administrative Assistant is a key role, responsible for assisting the Construction Services 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. 

Essential Duties and Responsibilities:

• Correctly documents correspondence, reports, results, and invoices for the CSD department. All work must be assembled and distributed following project deadlines
• Organizes and maintain data related to billing and invoicing
• Assist with keeping track of field personnel certifications, schedule classes and tests for field personnel certifications
• Creates correspondences, letter reports, and other documents when necessary
• Assist with processing daily concrete reports and data entry
• Takes calls from clients, municipalities, field technicians, 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.
• At least three years prior experience working as an Administrative Assistant
• Ability to type 45-60 (cwpm)
• Ability to learn document control system and Deltek Vision
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Computer proficient with intermediate knowledge of Microsoft Word, Outlook, Excel, Wordperfect, and PowerPoint.
• 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)
• Previous experience in an A/E/C firm

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. Body motions and movements include bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing.
• Lifting and/or occasionally moving up to 35 lbs can be expected, with or without reasonable acco