Administrative Assistant

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. 
SummaryThe Administrative Assistant in the Building Inspection Department provides essential support by managing documentation, scheduling inspections, coordinating with clients and municipalities, and ensuring efficient office operations. This role requires strong organizational skills, attention to detail, and excellent communication abilities.
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.

Essential Duties and Responsibilities:

• Maintain precise records of correspondence, reports, inspection results, and invoices, ensuring adherence to project deadlines
• Organize, track, and maintain billing and invoicing data for the Building Inspection Department
• Scan and archive complete project files into the document storage system upon project completion
• Schedule building inspections and assist with processing permits as needed
• Prepare correspondence, letter reports, and other required documents
• Answer and manage incoming calls from clients, municipalities, building inspectors, and internal personnel
• Address client inquiries promptly and handle special requests related to documentation and billing
• Communicate professionally and courteously over the phone, providing excellent customer service
• Operate a personal computer efficiently, with a minimum typing speed of 50 words per minute (wpm)
• Review and interpret contracts and invoices with accuracy and attention to detail
• Adhere to safety procedures and ensure compliance with department regulations
• Work efficiently under pressure, demonstrating strong multitasking skills and teamwork in a fast-paced environment
• Collaborate with colleagues to support departmental goals and workflow efficiency
• 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)
• High School diploma or equivalent (GED)
• Minimum of 2 years of administrative experience in construction, permitting, or building inspection
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems
• Strong organizational and multitasking skills with attention to detail
• Excellent verbal and written communication skills
• Ability to interpret contracts, invoices, and regulatory documents
• Strong customer service skills and a professional demeanor
• Ability to work independently and collaboratively within a team
• Typing speed of at least 45 words per minute (wpm)
• Ability to handle multiple tasks and prioritize effectively
• Commitment to regular attendance and punctuality

Preferred Qualifications:

• Experience working in an engineering firm, or construction company
• Prior experience coordinating with municipalities, contractors and regulatory agenc