Healthcare Administrative Professional

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.
We are seeking an experienced, highly organized, and service-oriented Administrative Assistant II to provide comprehensive administrative and operational support to our team. The position plays an important role in supporting day-to-day office operations, coordinating billing and invoicing activities, compiling and distributing client reports, maintaining accurate project documentation, and providing responsive communication to both internal and external clients.
Manage and coordinate complex schedules, including scheduling meetings, appointments, and travel arrangements for multiple stakeholders.
Prepare and distribute meeting materials, including agendas, minutes, and action items, while ensuring efficient meeting coordination.
Coordinate with project managers and other team members to obtain the information necessary for accurate and timely billing.
Review billing documentation for completeness and accuracy prior to processing.
Track outstanding billing items and proactively follow up with the appropriate team members to resolve discrepancies or missing information.
Maintain organized billing and invoice records in accordance with company procedures.
Assist with client inquiries regarding invoices, billing documentation, and related administrative matters.
Serve as a professional point of contact for clients, vendors, and other external partners.
Provide excellent customer service while maintaining professionalism and confidentiality.
Provide day to day administrative support to managers, Project Managers and technical staff.
Assist with preparing spreadsheets, presentations, reports, correspondence, and other business documents.
Assist with project set up, data entry, and maintenance of information within company systems.
Identify opportunities to improve administrative processes, organization and overall office efficiency.
Perform additional duties and special projects as assigned.
High School Diploma or equivalent required; 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.
• Strong attention to detail and the ability to handle sensitive and confidential information with discretion.
• 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.
• 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.
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.