Administrative Assistant I - Pensacola, FL

MSCCN; Pensacola (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

UES is seeking an Administrative Assistant I to support daily operations, provide clerical and administrative assistance to leadership, and help maintain organized communications within the department. The role emphasizes high organization, proactive communication, and the ability to handle multiple tasks in a fast-paced environment.

The position is on-site and ideal for individuals launching their administrative careers who are detail-oriented, dependable, and capable of coordinating

Qualifications

• Experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong organizational, time management, and problem-solving skills
• Confidential information handling with discretion
• Ability to work independently and in a fast-paced environment

Responsibilities

• Operate computer and various systems.
• Handle scheduling, correspondence, and documentation for leadership and team.
• Process monthly billing and invoices as part of department workflows.
• Prepare departmental reports and maintain office coordination.
• Communicate effectively with teammates at all levels.
• Attend on-site in-office as required.

Skills

Strong organizational skills

Time management

Effective communication

Education

High school diploma or equivalent

Associate's degree or coursework preferred

Tools

Microsoft Office Suite

Job description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

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

• Proficiently operate a computer and various computer systems.
• Ability to function in a high-stress environment, be a strong multi-tasker, and be a team player.
• Efficiently communicate with teammates from all levels (other administrative assistants, department manager, branch manager, project manager, etc.)
• Review the project set-up structure to ensure the billing terms are being executed correctly.
• Execute monthly billing for a department(s) by invoicing clients through various channels.
• Advise management when the billing total reaches the total contract amount.
• Follow up with clients on invoices to ensure receipt, correct submittal, etc.
• Strong knowledge of the business and project cycle.
• Ability to efficiently answer client questions and assist them promptly.
• Ability to prioritize, execute tasks efficiently, and meet deadlines without compromising the quality of work.
• Produce departmental reports (may vary by location and department).
• Serve as a scheduler and/or dispatcher (may vary by location and department).
• Knowledge and usage of proper format, grammar, spelling, and punctuation.
• Regular on-site, in-office attendance is required.
• Follows safety procedures.
• Other duties may be assigned

Additional Qualifications/Responsibilities

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.