Administrative Assistant III

UES, Inc.; Port Saint Lucie (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

UES, Inc. is seeking an Administrative Assistant I to support daily operations within the department.

The role focuses on scheduling, correspondence, documentation, and office coordination to ensure efficiency and clear communication. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple tasks and interact professionally with teammates and external partners.

Qualifications

• High school diploma or equivalent required.
• Associate's degree or coursework preferred.
• 0-2 years of administrative or office support experience.
• Proficient in Microsoft Office and office management tools.
• Strong organizational, time management, and problem-solving skills.
• Strong attention to detail and discretion with confidential information.
• Effective verbal and written communication.
• Ability to work independently and in a fast-paced environment.
• Adaptability and ability to build relationships at all levels.

Responsibilities

• Handle incoming and outgoing correspondence, including emails, letters, and packages.
• Assist with data entry, report preparation, and maintaining spreadsheets or databases.
• Manage billing activities, including preparing, reviewing, and processing invoices accurately and in a timely manner.
• Prepare, format, and proofread documents, reports, and presentations as needed.
• Provide administrative support for various projects as assigned.
• Greet visitors, answer and direct phone calls, and provide general information.
• Communicate with internal and external partners and vendors, as needed.
• Willingness to travel up to 10% of the time primarily for occasional off-site meetings, training sessions, or company events.
• Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.
• Perform other duties as assigned

Skills

Organizational skills

Time management

Problem-solving

Verbal communication

Written communication

Discretion

Independent / collaborative work

Education

High school diploma or equivalent

Associate's degree or coursework preferred

Tools

Microsoft Office Suite

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

• Handle incoming and outgoing correspondence, including emails, letters, and packages.
• Assist with data entry, report preparation, and maintaining spreadsheets or databases.
• Manage billing activities, including preparing, reviewing, and processing invoices accurately and in a timely manner.
• Prepare, format, and proofread documents, reports, and presentations as needed.
• Provide administrative support for various projects as assigned.
• Greet visitors, answer and direct phone calls, and provide general information.
• Communicate with internal and external partners and vendors, as needed.
• Willingness to travel up to 10% of the time primarily for occasional off-site meetings, training sessions, or company events.
• Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.
• Perform other duties as 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.

Preferred Qualifications

• Previous experience in the A/E/C industry
• Previous experience with billing and invoicing
• Experience working with Vantagepoint

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 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