Administrative Assistant I

UES; Miami (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

UES is seeking an Administrative Assistant I to join our Miami area team, providing essential clerical support and coordination to leadership and staff. You will manage calendars, prepare documents, and assist with travel and expense reporting, while helping the sales group with lead generation and client communications.

The role emphasizes organization, proactive coordination, and effective communication in a fast-paced environment.

Qualifications

• High school diploma or equivalent required; further coursework preferred.
• 0-2 years of administrative or office support experience; internships welcome.
• Proficient with Microsoft Office and office-management tools.
• Strong organizational, time-management, and problem-solving skills.
• Ability to handle confidential information with discretion.
• Clear verbal and written communication for stakeholders.
• Ability to work independently and collaboratively in a fast-paced environment.
• Adaptable and able to maintain good relationships at all levels.

Responsibilities

• Manage calendars and schedule meetings for the team.
• Prepare documents such as proposals, contracts, and reports.
• Maintain filing systems (electronic and physical) for sales and project docs.
• Assist with travel arrangements and expense reporting.
• Support sales with lead generation and client communications.
• Prepare and distribute sales presentations and marketing materials.
• Track sales opportunities in CRM and maintain records.
• Coordinate meetings and project updates with customers.
• Compile and analyze sales data for reports to management.
• Assist in sales forecasts and budgets.

Skills

Microsoft Office Suite

Strong organizational skills

Excellent communication

Time management

Confidentiality

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Overview

At UES, we’re a team of more than 4000 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 looking for an Administrative Assistant I to join our growing team. The Administrative Assistant plays a vital role in supporting daily operations, ensuring efficiency, organization, and effective communication within the department. This position is responsible for providing administrative and clerical support to leadership and team members, handling scheduling, correspondence, documentation, and office coordination.

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

• Manage calendars, schedule meetings, and coordinate appointments for the team
• Prepare and process documents such as proposals, contracts, and reports
• Maintain organized electronic and physical filing systems for sales and project documents
• Assist with travel arrangements, expense reporting, and other logistical tasks
• Assist the sales team with lead generation, follow-ups, and client communications
• Prepare and distribute sales presentations, brochures, and marketing materials
• Track and manage sales opportunities using CRM software, ensuring accurate and up-to-date records
• Coordinate with customers to schedule meetings, presentations, and project updates
• Compile and analyze sales data to create reports for management review
• Assist in the preparation of sales forecasts and budgets
• Serve as a point of contact for clients, addressing inquiries and providing information as needed
• Support the team in maintaining positive client relationships through effective communication and follow-up
• Handle incoming customer calls and emails, directing them to the appropriate team members
• Coordinate with project managers, engineers, and other departments to ensure alignment on sales and project activities
• Assist in managing project timelines, deliverables, and client expectations
• Support the team in organizing and attending industry events, trade shows, and client meetings
• Handle office supply orders, vendor management, and general office maintenance tasks
• Perform other administrative tasks as needed to support the overall efficiency of the office
• Understand and interpret contracts and invoices accurately
• Follow safety procedures and ensure compliance
• 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.
• 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