Administrative Assistant I

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.

Project Setups Creating projects in Vantage Point/generating numbers, creating folders, verifying rate tables & accounts payable information, ordering COI’s if needed. Proposals Creating projects in Vantage Point / generating folders, providing general client information, attaching contracts & agreements when necessary.

Invoicing Generate & distribute monthly prebills to designated PMs and billing projects accordingly. Formatting reports/proposals Proficient in Word, Excel, etc. Assist with WIP and Backlog (streamline financial reports and make changes in Vantage Point) Manage ENV calendar Data Input Attend meetings and take notes. GENERAL ADMIN DUTIES Our goal is to cross-train administrative assistants to seamlessly cover duties during absences.

The list below highlights additional duties you could be assigned. Phone Rotation Scanning Documents Assist with CMT project reports. Moving files to project folders 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

Manage and coordinate schedules, including scheduling meetings, appointments, and travel arrangements. Handle incoming and outgoing correspondence, including emails, letters, and packages. Prepare meeting agendas, take minutes, and distribute meeting materials. Maintain office supplies inventory, ordering and restocking as necessary.

Assist with data entry, report preparation, and maintaining spreadsheets or databases. 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.

Perform other duties as assigned. Willingness to travel up to 10% of the time primarily for occasional offsite meetings, training sessions, or company events. Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.

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 Manage and coordinate schedules, including scheduling meetings, appointments, and travel arrangements. Handle incoming and outgoing correspondence, including emails, letters, and packages. Prepare meeting agendas, take minutes, and distribute meeting materials.

Maintain office supplies inventory, ordering and restocking as necessary. Assist with data entry, report preparation, and maintaining spreadsheets or databases. 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. Perform other duties as assigned. Willingness to travel up to 10% of the time primarily for occasional offsite meetings, training sessions, or company events. Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.

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.