Administrative Assistant

Overview Universal 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.

Summary The 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.

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 :

• Correctly documents correspondence, reports, results, and invoices for the department following project deadlines.
• Organize and maintain data related to billing and invoicing.
• Scan complete files into the document storage system at project completion.
• Schedule building inspectors and assist with processing permits as needed.
• Handle dispatching tasks, ensuring timely and accurate communication with building inspectors.
• Create correspondence, letter reports, and other documents as required.
• Take calls from clients, municipalities, building inspectors, and other intra-office personnel.
• Answer client questions promptly and handle special requests regarding typing and billing.
• Speak eloquently and politely on the phone and provide excellent customer service.
• Operate a personal computer proficiently, with typing skills of at least 50 words per minute (wpm).
• Understand and interpret contracts and invoices accurately.
• Follow safety procedures and ensure compliance.
• Function as a strong multi-tasker and team player in a high-stress environment.
• 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)
• 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
• Previous experience in administrative roles, preferably in billing and collection
• Proficiency in computer operation such as Microsoft Office and document management systems
• Excellent communication skills, both verbal and written
• Strong organizational skills and attention to details
• Ability to handle multiple tasks and prioritize effectively
• Knowledge of proper format, grammar, spelling and punction in written communication
• Commitment to regular attendance and punctuality
30+ days ago