Administrative Assistant

Universal Engineering Sciences - Saint Petersburg, FL

Full-time - Entry Level

Saint Petersburg, FL

1,001-5,000 employees

Professional, Scientific, and Technical Services

About the position

The Administrative Assistant at Universal Engineering Sciences plays a crucial role in supporting the department with various administrative tasks essential for smooth project operations. This position involves managing project logistics, coordinating schedules, and handling dispatching responsibilities, all while ensuring excellent communication and problem-solving skills are utilized effectively.

Responsibilities

• Accurately document correspondence, reports, results, and invoices, adhering to project deadlines.
• Organize and maintain billing and invoicing data.
• Prepare and manage project documentation, including contracts, permits, and schedules.
• Create and organize project folders in compliance with company standards.
• Input and verify project details in company systems to ensure accuracy.
• Schedule building inspectors and assist with permit processing as needed.
• Draft correspondence, letter reports, and other required documents.
• Handle calls from clients, municipalities, building inspectors, and internal personnel.
• Address client questions and special requests related to typing and billing promptly.
• Coordinate and schedule field staff and resources to meet project deadlines.
• Communicate updates and resolve scheduling conflicts with field teams.
• Monitor project progress and adjust schedules as necessary.
• Provide excellent customer service through polite and professional phone communication.
• Operate a personal computer proficiently, with a typing speed of at least 45 words per minute (wpm).
• Interpret contracts and invoices accurately.
• Follow safety procedures and ensure compliance.
• Multitask effectively and collaborate as a team player in a fast-paced environment.
• Support department goals through effective teamwork and communication.
• Perform additional duties as assigned.

Requirements

• Valid Florida Driver's License with an acceptable driving record.
• Ability to pass a background check screening in accordance with Florida's Jessica Lunsford Act.
• Proven experience as an Administrative Assistant, preferably with project set-up and dispatching responsibilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

Nice-to-haves

• High school diploma or equivalent (required); Associate's or Bachelor's degree in business administration or a related field (preferred).
• Previous experience in administrative roles, preferably in billing and collection.
• Strong organizational skills and attention to details.
• Knowledge of proper format, grammar, spelling and punctuation in written communication.

Benefits

• Career growth opportunities
• Comprehensive health benefits
• Paid time off
• Retirement savings plan
• Employee training and development programs