Administrative Assistant I

UES, Inc.; Georgia; On-site; USD 39,000 - 52,000; Full time

Job summary

UES, Inc. is seeking a detail-oriented Administrative Assistant I to support a fast-paced Houston office. You will help with project setup, reporting, and daily operations, including invoicing and month-end billing.

You will learn Vantagepoint, manage documentation, and coordinate with project managers and staff to maintain accuracy and timeliness across a high-volume workload. This role offers growth within the department.

Qualifications

• High school diploma or equivalent required; an Associate’s degree or additional coursework preferred.
• 0–2 years of administrative or office support experience (internship or volunteer work a plus).
• Proficient in Word, Excel, Outlook, and PowerPoint; able to manage office workflows.

Responsibilities

• Learn and become proficient in Vantagepoint and support project and administrative workflows during transition.
• Set up new projects with complete and accurate documentation.
• Prepare, format, and proofread technical reports; correct errors before issuance.
• Track daily activity sheets for active projects and ensure completeness.
• Assist with month-end billing and invoicing; organize necessary documentation.
• Upload invoices and related docs into customer/vendor portals; monitor accuracy.
• Maintain organized project records; manage multiple deadlines.
• Collaborate with project managers, field staff, and admin team to resolve discrepancies.
• Assist front desk coverage; greet visitors and direct inquiries.
• Identify missing information or issues to prevent delays in reporting or billing.
• Own assigned tasks and complete with minimal supervision.
• Prioritize time-sensitive requests while maintaining accuracy in a fast-paced setting.
• Communicate professionally with internal teams, clients, vendors, and partners.

Skills

Organizational skills

Time management

Problem-solving

Discretion with confidential info

Verbal and written communication

Independent and collaborative work

Adaptability

Relationship-building

Education

High school diploma or equivalent

Associate's degree or coursework preferred

Tools

Microsoft Office Suite

Office management tools

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 are seeking a detail oriented, self-motivated Administrative Assistant I to support our fast-paced office in Houston. This is more than a traditional administrative role. You’ll play an important part in keeping projects, reports, billing, and daily operations moving forward.

As our team transitions to Vantagepoint, you’ll help support new workflows involving project setup, reporting, activity tracking, invoicing, and month end billing. We’re looking for someone who enjoys learning new systems, managing multiple priorities, catching the details others may miss, and taking ownership of their work. For the right person, this is a great opportunity to take on a new challenge and grow into broader responsibilities within the department.

Responsibilities

• Learn and become proficient in Vantagepoint, supporting project and administrative workflows as our team transitions to the new system.
• Set up new projects and ensure project information and documentation are entered accurately and completely.
• Prepare, type, format, proofread, and finalize technical reports, identifying and correcting errors before reports are issued.
• Track daily activity sheets associated with active projects and ensure required information is complete and accounted for.
• Support month end billing and invoicing, including gathering and organizing the documentation needed to keep billing on schedule.
• Upload invoices, waivers, and other required documentation into customer and vendor portals while monitoring for accuracy and completion.
• Maintain organized and accurate project records while managing multiple deadlines and competing priorities.
• Work closely with project managers, field personnel, and administrative team members to obtain missing information and resolve documentation or billing discrepancies.
• Assist with front desk coverage as needed, including greeting visitors, answering calls, and helping direct internal and external inquiries.
• Help identify missing information, inconsistencies, or potential issues before they create delays in reporting, project administration, or billing.
• Take ownership of assigned tasks and follow them through to completion with minimal supervision.
• Prioritize time sensitive requests while maintaining accuracy in a fast paced environment with a high volume of active projects.
• Communicate professionally with internal teams, clients, vendors, and other business partners as needed.

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

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