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. Summary The Administrative Assistant is a key role, responsible for assisting the branch 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. Physical Demands & Work Environment Work is normally performed in a typical interior/office work environment Lifting and/or occasionally moving up to thirty-five lbs. 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: Manage calendars, schedule meetings, and coordinate appointments for the team Prepare and process documents such as proposals, contracts, and reports Maintain organized electronic and physical filing systems for sales and project documents Assist with travel arrangements, expense reporting, and other logistical tasks Assist the sales team with lead generation, follow-ups, and client communications Prepare and distribute sales presentations, brochures, and marketing materials Track and manage sales opportunities using CRM software, ensuring accurate and up-to-date records Coordinate with customers to schedule meetings, presentations, and project update Compile and analyze sales data to create reports for management review Assist in the preparation of sales forecasts and budgets Serve as a point of contact for clients, addressing inquiries and providing information as needed Support the team in maintaining positive client relationships through effective communication and follow-up Handle incoming customer calls and emails, directing them to the appropriate team members Coordinate with project managers, engineers, and other departments to ensure alignment on sales and project activities Assist in managing project timelines, deliverables, and client expectations Support the team in organizing and attending industry events, trade shows, and client meetings Handle office supply orders, vendor management, and general office maintenance tasks Perform other administrative tasks as needed to support the overall efficiency of the office Understand and interpret contracts and invoices accurately Follow safety procedures and ensure compliance Collaborate effectively with colleagues to achieve department goals 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 required; an associate or bachelor’s degree in business administration, marketing, or a related field is preferred Operate a personal computer proficiently, with the typing at least 45 words per minute (wpm) Proficiency in computer operation such as Microsoft Office, CRM software and document management systems Excellent communication skills, both verbal and written Strong organizational skills and attention to detail Ability to handle multiple tasks and prioritize effectively Commitment to regular attendance and punctuality Function as a strong multi-tasker and team player in a high-stress environment. Preferred Qualifications: Previous experience in administrative and sales roles, preferably in an AEC industry 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. Why Work at UES? We value the individual contributions of our employees, and we show this through providing great benefits. Please ask your recruiter what benefits plans apply to you. Check out our website: https://teamues.com/ Follow us on social media: LinkedIn \u007C Facebook \u007C Instagram \u007C Twitter \u007C YouTube #GroundedInExcellence EEO/AA/Disability/Veteran Universal Engineering Sciences is a Drug-Free Workplace. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.