Administrative Assistant

1 week ago


Daytona Beach, United States MSCCN Full time
 ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.


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 Building Inspection 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 BID department following project deadlines

Organize and maintain data related to billing and invoicing

Scan complete files into the document storage system at project completion

Scheduling of building inspectors and assist with processing of permits as needed

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 specials requests regarding typing and billing

Speak eloquently and politely on the phone and provide excellent customer service

Operate a personal computer proficiently, with the typing 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


Additional Qualifications/Responsibilities
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

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