Administrative Assistant I

UES; Gainesville (FL); On-site; USD 36,000 - 46,000; Full time

Job summary

UES is seeking an Administrative Assistant I in Gainesville, Florida, to provide essential administrative and clerical support. This role involves data entry, scheduling, and maintaining office organization to ensure smooth operations.

The ideal candidate is detail-oriented, proactive, and possesses strong interpersonal skills, making this an excellent opportunity for individuals looking to kickstart their administrative career at a reputable organization.

Qualifications

• 0–2 years of administrative or office support experience.
• Strong attention to detail and ability to handle confidential information.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Assist with data entry and report preparation.
• Schedule building inspectors and process permits.
• Organize and maintain billing and invoicing data.

Skills

Organizational skills

Attention to detail

Communication skills

Time-management skills

Education

High school diploma or equivalent

Associate’s degree or relevant coursework

Tools

Microsoft Office Suite

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.

Position Overview

We are looking for an Administrative Assistant I to join our growing team. This role is responsible for providing administrative and clerical support to leadership and team members, handling scheduling, correspondence, documentation, and office coordination. The Administrative Assistant plays a vital role in supporting daily operations, ensuring efficiency, organization, and effective communication within the department.

This is an excellent opportunity for individuals looking to start their career in administration. The ideal candidate will be highly organized, detail‑oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks simultaneously.

Responsibilities

• Assist with data entry, report preparation, and maintaining spreadsheets or databases.
• Schedule building inspectors and assist with processing of permits as needed.
• Prepare, format, and proofread documents, reports, and presentations.
• Organize and maintain data related to billing and invoicing.
• Provide administrative support for various projects as assigned.
• Take calls from clients, municipalities, building inspectors, and other intra‑office personnel.
• Answer client questions promptly and handle special requests regarding typing and billing.
• Perform other duties as assigned.
• Willingness to travel up to 10% of the time primarily for occasional off‑site meetings, training sessions, or company events.
• Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.

Qualifications

• High school diploma or equivalent required; associate’s degree or additional relevant coursework preferred.
• 0–2 years of administrative or office support experience (internship or volunteer experience a plus).
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management tools.
• Strong organizational, time‑management, and problem‑solving skills.
• Strong attention to detail and ability to handle confidential information with discretion.
• Effective verbal and written communication skills to interact with team members and stakeholders.
• Ability to work independently and collaboratively in a fast‑paced environment.
• Ability to adapt to a changing work environment and foster and maintain good relationships at all levels.

Travel Requirements

The position does not require regular travel; occasional travel up to 10% may be required for 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

• 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.
• Involves sitting for extended periods, performing data entry, and engaging in frequent communication via email, phone, and in‑person interactions.
• May require occasional standing, walking, bending, and lifting 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.