Administrative Assistant I

UES, Inc.; West Palm Beach (FL); On-site; USD 34,000 - 46,000; Full time

Job summary

UES, Inc. seeks an Administrative Assistant I to support daily operations within the BID department. The role requires organizing correspondence, handling scheduling, and maintaining documents with attention to detail.

The ideal candidate is highly organized, proactive, and capable of multi-tasking in a fast-paced office environment. Strong communication and Microsoft Office skills are essential for success.

Qualifications

• Requires high school diploma; associate degree or coursework preferred.
• 0-2 years of admin/office support experience (internship or volunteer is a plus).
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint; strong organization and discretion.

Responsibilities

• Document correspondence, reports, results, and invoices for the BID department.
• Organize and maintain data related to billing and invoicing.
• Schedule building inspectors and assist with processing permits as needed.
• Create correspondence, letter reports, and other documents.

Skills

Organization

Time management

Communication

Education

High school diploma

Tools

Microsoft Office

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 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

• Correctly documents correspondence, reports, results, and invoices for the BID department following project deadlines
• Organize and maintain data related to billing and invoicing
• Scan 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.
• 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