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 purposeto 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.

Position Overview

We are looking for an Administrative Assistant II 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.

The ideal candidate has previous administrative experience within a building department, engineering, construction, inspection, permitting, or professional services environment and is comfortable managing multiple priorities in a fast-paced setting. Experience working with municipal permitting processes and supporting billing or accounts receivable functions is highly preferred.

Responsibilities

• Provide day-to-day administrative support to the Building Department, including managers, inspectors, plans examiners, engineers, and project staff.
• Assist with the preparation, processing, tracking, and follow-up of permits and permit applications.
• Coordinate with municipalities, clients, contractors, and internal teams regarding permitting requirements, documentation, inspections, and project status.
• Prepare, review, and process billing and invoices, ensuring information is complete and accurate prior to submission.
• Assist with tracking outstanding invoices, billing documentation, project numbers, purchase orders, and other financial information.
• Maintain accurate project, permit, inspection, billing, and client records within applicable systems.
• Assist with scheduling inspections, meetings, and other department activities.
• Prepare correspondence, reports, spreadsheets, forms, and other departmental documentation.
• Respond professionally to client inquiries and route technical questions to the appropriate team member.
• Monitor permit and project documentation to ensure required information is received and deadlines are met.
• Support new project setup, document management, data entry, and project closeout activities.
• Maintain organized electronic and physical files in accordance with company procedures.
• Work closely with operations and accounting teams to resolve billing discrepancies and ensure timely invoicing.
• Perform additional administrative and operational duties as needed to support the Building Department.

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.

Preferred Qualifications

• Previous experience working with the building department
• ICC Permit Technician
• Experience working with Vantagepoint

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.

#LI-AC1 #LI-Onsite

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