Administrative Assistant I

UES; West Palm Beach (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

UES is seeking an Administrative Assistant I to support daily operations in a fast-paced environment in West Palm Beach, FL. This role provides administrative and clerical support to leadership and team members, handling scheduling, correspondence, documentation, and office coordination.

The ideal candidate will have a high school diploma, 0-2 years of office experience, proficiency with Microsoft Office, and strong organizational and communication skills.

Qualifications

• High school diploma or equivalent required; Associate’s degree or coursework preferred.
• 0-2 years of administrative or office support experience (internship or volunteer experience a plus).
• Proficiency with 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.

Responsibilities

• Document correspondence, reports, results, and invoices for the BID department following project deadlines.
• Organize and maintain data related to billing and invoicing.
• Scan files into the document storage system at project completion.
• Schedule building inspectors and assist with processing permits as needed.
• Create correspondence, reports, and other documents as required.
• Answer calls from clients, municipalities, inspectors, and intra-office personnel.
• Provide excellent customer service and handle special requests regarding typing and billing.

Skills

Microsoft Office

Typing 50 wpm

Organizational skills

Communication skills

Time management

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

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 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.

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.