Administrative Assistant II

2 weeks ago

Sarasota, FL, United States Universal Engineering Sciences Full time
Overview

At UES, we're a team of more than 4,000 engineers, scientists, geologists, inspectors, technicians, and drillers united by a shared purpose-to make a meaningful impact in the communities we serve. As a national leader in geotechnical engineering, environmental consulting, and materials testing and inspection, we collaborate on transformative projects across transportation, energy, water, healthcare, and more. Learn more about the benefits of joining Team UES and our core values at careers.teamues.com.

Position Overview

We are seeking a highly organized and proactive Administrative Assistant II to provide advanced administrative and operational support. As a key point of contact within the department, the Administrative Assistant II will be responsible for scheduling, managing correspondence, preparing documents, and coordinating workflows.

This is an excellent opportunity for a motivated individual seeking to contribute to a dynamic team while developing administrative expertise. The ideal candidate will have strong organizational, communication, and problem-solving skills to effectively support leadership, coordinate department functions, and enhance operational efficiency.

Responsibilities

  • Correctly documents correspondence, reports, results, and invoices for the BID department following project deadlines
  • Organize and maintain data related to billing and invoicingScan 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
Qualifications
  • High School Diploma or equivalent required; Associate's degree or additional relevant coursework preferred.
  • 3+ years of administrative experience in a professional office environment, or an equivalent combination of education and experience.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management tools and systems.
  • Exceptional organizational, time management, and problem-solving skills, with the ability to prioritize tasks effectively.
  • Strong attention to detail and the ability to handle sensitive and confidential information with discretion.
  • Excellent verbal and written communication skills, with the ability to interact professionally with team members, leadership, and external stakeholders.
  • Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
  • Proactive approach to anticipating needs, resolving issues, and adapting to changing priorities with minimal supervision.
  • Experience managing confidential and sensitive information while maintaining a high level of professionalism.
  • Strong interpersonal skills, with the ability to foster and maintain positive relationships across all levels of the organization.
Travel Requirements
• This position does not require regular travel as part of its primary responsibilities. However, occasional travel
may be required, up to 10%, primarily for occasional off-site meetings, training sessions, or company events.
Travel, when necessary, will be communicated in advance and aligned with business needs.

Physical Demands & Work Environment
  • This position primarily operates in a professional office environment, requiring the ability to work at a desk for extended periods while using a computer, phone, and standard office equipment.
  • The position involves sitting for extended periods, performing data entry, and engaging in frequent communication via email, phone, and in-person interactions.
  • The role involves regular communication with team members, clients, and stakeholders, both in person and through virtual platforms.
  • The physical demands of the job may include occasional standing, walking, bending, and lifting of office materials up to 15 pounds.

EEO Statement

UES is an Equal Opportunity Employer and is proud to recruit the most qualified candidates. Please see our full EEO Statement at the bottom of the page here

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