Office Administrator

Office Administrator

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.

UES is looking for an Office Administrator to directly support our Construction Materials Testing (CMT) team in Memphis, TN. This is not a traditional front-desk administrative position. This role works closely with our CMT project managers, technicians, and other team members to help ensure project reports, documentation, and administrative tasks are completed accurately and on time. While this position supports our Memphis operation, we're open to the right person working remotely. Because of that, we're looking for someone who is highly organized, dependable, comfortable working independently, and proactive about communicating with a busy project team.

A major focus of this position will be supporting the CMT department with reporting and project documentation. You'll help take information generated by our field and project teams and make sure it is organized, accurate, complete, and moving through the appropriate process. Come be the person who helps keep our Memphis team connected, organized, and moving forward.

We're looking for someone who:

• Is extremely organized and detail-oriented
• Takes pride in producing accurate, professional work
• Is comfortable working with a high volume of reports, documents, and data
• Can manage multiple priorities and deadlines without losing track of details
• Is comfortable following up with people and asking for missing information
• Communicates clearly and professionally through email, Teams, and phone
• Can work independently in a remote environment while staying connected to the team
• Learns new systems and processes quickly
• Takes initiative and doesn't need to be directed through every next step
• Understands that small details in a report can make a big difference
• Is dependable and follows tasks through to completion

Our CMT technicians are in the field collecting information that helps our clients understand whether materials and construction activities meet project requirements. But that work doesn't stop when the field work is finished. This position plays an important role in making sure the information generated by our field teams is accurately documented, organized, and delivered. You'll help our project managers stay on top of their work, our technicians close the loop on field activities, and our clients receive the documentation they need.

Responsibilities include:

• Preparing, formatting, reviewing, and processing CMT reports and project documentation
• Supporting project managers and field teams with daily and recurring reporting needs
• Reviewing reports for completeness, accuracy, formatting, and required information
• Tracking outstanding reports, documentation, and other project deliverables
• Following up with team members when information or documentation is missing
• Entering and maintaining project information in company systems, spreadsheets, and databases
• Organizing electronic project files and maintaining accurate records
• Assisting with client documentation, correspondence, and report distribution
• Helping project teams stay ahead of deadlines and administrative requirements
• Supporting billing, invoicing, proposals, scheduling, or other project-related administrative functions as needed
• Communicating regularly with project managers, technicians, and other team members to keep work moving
• Providing additional administrative support to the Memphis CMT department as priorities arise

Qualifications include:

• High School Diploma required; Associate's or Bachelor's degree in Business, Project Management, or related field strongly preferred.
• 2 to 5+ years of administrative experience in a professional office setting, with demonstrated responsibility in project administration or executive-level support.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or ERP systems (such as Vantagepointe) a plus.
• Exceptional organizational, time management, and problem-solving skills with proven ability to manage competing priorities.
• Strong attention to detail, especially in proofreading and reviewing technical and business documents.
• Excellent verbal and written communication skills; able to interact effectively with leadership, technical teams, clients, and external partners.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and adapt to shifting priorities.
• Self-starter with a proactive approach to anticipating needs and improving administrative processes.
• Familiarity with engineering, construction, or environmental services terminology and workflows (preferred).

Previous administrative, project coordination, document control, or reporting experience is preferred. Experience supporting construction materials testing, engineering, construction, environmental consulting, geotechnical services, or another technical/professional services environment would be especially valuable. Familiarity with Microsoft Office, including Excel, Word, Outlook, and Teams, is important. Experience working with project management, laboratory, reporting, or construction-related software is a plus.

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.

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.

UES is an Equal Opportunity Employer and is proud to recruit the most qualified candidates. Please see our full EEO Statement here.