Administrative Assistant

UES, Inc.; Overland Park (KS); On-site; USD 30,000 - 34,000; Full time

Job summary

UES, Inc. in Overland Park, KS is seeking an Administrative Assistant to keep the heartbeat of the office running.

You will handle correspondence, coordinate meetings, support onboarding, manage vendor communications, contribute to proposals and reports, and help with daily operations across teams. You’ll collaborate with employees, leaders, clients, and vendors, bringing organization, reliability, and proactive problem-solving to a fast-paced professional services environment.

Qualifications

• 2 to 5+ years of administrative experience in a professional office setting.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with project management or ERP systems (such as Vantagepointe) is a plus.
• Excellent verbal and written communication with the ability to maintain confidentiality.

Responsibilities

• Handle and prioritize incoming correspondence with professionalism and timely follow-up.
• Coordinate daily mailing of letters and packages.
• Proofread and distribute polished documents, including proposals, reports, cost estimates, meeting agendas, minutes, and presentations.
• Provide administrative support for subcontractor/sub-consultant agreements, purchase orders, and invoice review; ensure documentation accuracy and compliance.
• Support project administration in Vantagepointe.
• Perform peer reviews of proposals, reports, and correspondence to correct formatting and spelling errors.
• Maintain and organize departmental records, databases, and documentation with precision and confidentiality.
• Coordinate logistics for meetings, events, and travel, including vendor management and on-site support.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Proactive

Self-starter

Education

High School Diploma

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office Suite

Vantagepointe (ERP)

Job description

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're Hiring: Administrative Assistant | Overland Park, KS

Some jobs keep the paperwork moving.

This one keeps the whole office moving.

We're looking for an Administrative Assistant to join our UES team in Overland Park—and this person will truly be at the heartbeat of our office.

You'll be one of the people our employees, leaders, vendors, and clients know they can count on. From keeping projects and documents organized to coordinating meetings, supporting new hires, communicating with vendors, helping with proposals and reports, and tackling the unexpected things that pop up during the day—you'll have a hand in a little bit of everything.

What makes this role special?

You won't be sitting behind the scenes doing the same thing every day. You'll work directly with people across the office and play an important role in creating an organized, welcoming, and well-run environment.

We're looking for someone who:

• Loves being the person who keeps things organized
• Notices the details other people miss
• Is comfortable juggling multiple priorities
• Communicates confidently with employees, leaders, clients, and vendors
• Takes initiative instead of waiting to be told what needs to happen
• Enjoys helping people and being part of a team
• Can handle a little organized chaos with a good attitude
• Takes pride in being someone others can depend on

Experience in an engineering, construction, environmental, or other professional services environment is a plus—but we're especially interested in finding someone who is proactive, resourceful, personable, and genuinely enjoys being at the center of a busy office.

If you're the person everyone seems to come to when they need something figured out, organized, coordinated, fixed, found, scheduled, proofread—or simply handled—We would love to hear from you.

Come be the person who helps keep our Overland Park team connected, organized, and moving forward.

Responsibilities

• Handle and prioritize incoming correspondence (emails, letters, packages) with professionalism and timely follow-up.
• Coordinate daily mailing of letters and packages.
• Proofread and distribute polished documents, including proposals, reports, cost estimates, meeting agendas, minutes, and presentations.
• Provide administrative support for subcontractor/sub-consultant agreements, purchase orders, and invoice review; ensure documentation accuracy and compliance.
• Support project administration in Vantagepointe.
• Performingpeer reviews of proposals, reports, and correspondenceto correct formatting andspelling errors.
• Maintain and organize departmental records, databases, and documentation with precision and confidentiality.
• Maintain and organize office supplies.
• Coordinate logistics for meetings, events, and travel, including vendor management and on-site support.
• Anticipate needs and proactively resolve administrative or operational issues before they elevate.
• Support special projects and high-priority initiatives assigned by leadership.
• Facilitate on-boarding of new employees

Qualifications

• High School Diploma required; Associate’s or Bachelor’s degree in Business, Project Management, or related field strongly preferred.
• 2 to 5+ years of administrative experience in a professional office setting, with demonstrated responsibility in project administration or executive-level support.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or ERP systems (such asVantagepointe) a plus.
• Exceptional organizational, time management, and problem-solving skills with proven ability to manage competing priorities.
• Strong attention to detail, especially in proofreading and reviewing technical and business documents.
• Excellent verbal and written communication skills; able to interact effectively with leadership, technical teams, clients, and external partners.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and adapt to shifting priorities.
• Self-starter with a proactive approach to anticipating needs
• Familiarity with engineering, construction, or environmental services terminology and workflows ( preferred).

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, and 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

Posted Salary Range

USD $22.00 - USD $25.00 /Hr.