On-Site Administrative Assistant I: Scheduling & Billing

VetJobs; Pensacola (FL); On-site; USD 30,000 - 42,000; Full time

Job summary

UES in Pensacola, FL is seeking an Administrative Assistant I to support daily operations within the department. The role focuses on clerical tasks, scheduling, correspondence, documentation, and office coordination to keep workflows efficient.

The ideal candidate is organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks while staying compliant with safety procedures. On-site attendance is required.

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).
• 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

• 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

Skills

Administrative support

Scheduling

Customer communication

Multitasking

Team player

Education

High School/GED

Associate’s degree or coursework preferred

Tools

Microsoft Office Suite

Office management tools

Job description

UES in Pensacola, FL is seeking an Administrative Assistant I to support daily operations within the department. The role focuses on clerical tasks, scheduling, correspondence, documentation, and office coordination to keep workflows efficient.

The ideal candidate is organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks while staying compliant with safety procedures. On-site attendance is required.