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 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 will play a pivotal role in ensuring smooth project operations by managing administrative tasks, coordinating project logistics, and effectively handling dispatching responsibilities. This role requires excellent communication skills, multitasking abilities, and a proactive approach to problem-solving.
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:

• Accurately document correspondence, reports, results, and invoices, adhering to project deadlines.  
• Organize and maintain billing and invoicing data.  
• Compile timesheets from field staff and subs for invoice preparation.
• Maintain project tracking: AR, billed to date and contract balances, including change orders
• Input and verify project details in company systems to ensure accuracy.  
• Draft correspondence, letter reports, and other required documents.  
• Handle customer billing and collection issues or questions promptly and proactively, identify and resolve them to ensure an excellent experience for the client 
• Handle calls from clients, municipalities, building inspectors, and internal personnel.  
• Address client questions and special requests related to typing and billing promptly.    
• Manage the collection of accounts billed, so that payment is received within 30-60 days, up to and including partial and final releases of lien waivers 
• Provide excellent customer service through polite and professional phone communication.  
• Operate a personal computer proficiently, with a typing speed of at least 45 words per minute (wpm).  
• Interpret contracts and invoices accurately.  
• Follow safety procedures and ensure compliance.  
• Multitask effectively and collaborate as a team player in a fast-paced environment.  
• Support department goals through effective teamwork and communication.  
• Perform additional duties as 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
• Proven experience as an Administrative Assistant, preferably in accounting practices and principles 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Excellent organizational time-management skills and attention to details
• Strong verbal and written communication skills
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
• Commitment to regular attendance and punctuality

Preferred Qualifications:

• Associate or bachelor's degree in business administration or a related field
• Preferably experience in AEC industry