Administrative Assistant I: Calendar & CRM Support

UES, Inc.; Medley Mobile Homes (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

UES, Inc. is seeking an Administrative Assistant I to support daily operations, ensuring efficiency, organization, and effective communication within the department.

The role handles scheduling, correspondence, documentation, and office coordination to enable leadership and team members to perform at their best. Ideal candidates are highly organized, detail-oriented, and proactive with strong interpersonal skills, capable of managing multiple tasks in a fast-paced environment and collaborating

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.

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.

Skills

Organizational skills

Time management

Problem-solving

Verbal and written communication

Attention to detail

Education

High school diploma or equivalent

Associate's degree (preferred)

Tools

Microsoft Office Suite

Job description

UES, Inc. is seeking an Administrative Assistant I to support daily operations, ensuring efficiency, organization, and effective communication within the department.

The role handles scheduling, correspondence, documentation, and office coordination to enable leadership and team members to perform at their best. Ideal candidates are highly organized, detail-oriented, and proactive with strong interpersonal skills, capable of managing multiple tasks in a fast-paced environment and collaborating