Administrative Assistant II

Administrative Assistant II

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.

We are seeking a detail oriented, self-motivated Administrative Assistant II to support our fast-paced Construction Materials Testing (CMT) department in Houston. This is more than a traditional administrative role. You'll play an important part in keeping projects, reports, billing, and daily operations moving forward.

As our team transitions to Vantagepoint, you'll help support new workflows involving project setup, reporting, activity tracking, invoicing, and month end billing. We're looking for someone who enjoys learning new systems, managing multiple priorities, catching the details others may miss, and taking ownership of their work. For the right person, this is a great opportunity to take on a new challenge and grow into broader responsibilities within the department.

Responsibilities

• Learn and become proficient in Vantagepoint, supporting project and administrative workflows as our team transitions to the new system.
• Set up new projects and ensure project information and documentation are entered accurately and completely.
• Prepare, type, format, proofread, and finalize technical reports, identifying and correcting errors before reports are issued.
• Track daily activity sheets associated with active projects and ensure required information is complete and accounted for.
• Support month end billing and invoicing, including gathering and organizing the documentation needed to keep billing on schedule.
• Upload invoices, waivers, and other required documentation into customer and vendor portals while monitoring for accuracy and completion.
• Maintain organized and accurate project records while managing multiple deadlines and competing priorities.
• Work closely with project managers, field personnel, and administrative team members to obtain missing information and resolve documentation or billing discrepancies.
• Assist with front desk coverage as needed, including greeting visitors, answering calls, and helping direct internal and external inquiries.
• Help identify missing information, inconsistencies, or potential issues before they create delays in reporting, project administration, or billing.
• Take ownership of assigned tasks and follow them through to completion with minimal supervision.
• Prioritize time sensitive requests while maintaining accuracy in a fast paced environment with a high volume of active projects.
• Communicate professionally with internal teams, clients, vendors, and other business partners as needed.

Qualifications

• High School Diploma or equivalent required; Associate's degree or additional relevant coursework preferred.
• 3+ years of administrative experience in a professional office environment, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management tools and systems.
• Exceptional organizational, time management, and problem-solving skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and the ability to handle sensitive and confidential information with discretion.
• Excellent verbal and written communication skills, with the ability to interact professionally with team members, leadership, and external stakeholders.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• Proactive approach to anticipating needs, resolving issues, and adapting to changing priorities with minimal supervision.
• Experience managing confidential and sensitive information while maintaining a high level of professionalism.
• Strong interpersonal skills, with the ability to foster and maintain positive relationships across all levels of the organization.

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 here.