Project Coordinator

Universal Engineering Sciences • Flagstaff, AZ • 1w ago

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Overview

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. Learn more about the benefits of joining Team UES and our core values at careers.teamues.com.

We are seeking a highly organized and proactive Administrative Assistant II to provide advanced administrative and operational support. As a key point of contact within the department, the Administrative Assistant II will be responsible for scheduling, managing correspondence, preparing documents, and coordinating workflows.

This is an excellent opportunity for a motivated individual seeking to contribute to a dynamic team while developing administrative expertise. The ideal candidate will have strong organizational, communication, and problem-solving skills to effectively support leadership, coordinate department functions, and enhance operational efficiency.

Responsibilities

Assist in preparing and managing cost estimates for project proposals.

Collaborate with project managers and engineers to gather necessary data for proposal development.

Ensure accuracy and completeness of cost information.

Facilitate effective communication across all levels of the project team.

Prepare and distribute project-related communications, including meeting agendas, minutes, and status reports.

Set up and maintain project information in the ERP system.

Ensure that all project data is accurately entered and updated.

Generate project-related reports from the ERP system as required.

Collect and compile field reports from project sites.

Ensure timely and accurate submission of field reports.

Assist in analyzing field data to identify trends and issues.

Prepare and issue invoices for project-related work.

Track and manage the invoicing process to ensure timely payment.

Address and resolve any invoicing discrepancies.

Monitor accounts receivable and follow up on outstanding invoices.

Communicate with clients to ensure prompt payment.

Assist in developing strategies to improve collections processes.

Qualifications

Bachelor's degree in business administration, Engineering, or a related field is preferred.

Equivalent work experience will be considered with out degree.

Minimum of 2-3 years of experience in a project coordination or similar administrative role, preferably within an engineering or construction environment.

Experience with ERP systems and financial management software is highly desirable.

Strong organizational and multitasking abilities.

Excellent communication and interpersonal skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Detail-oriented with a high level of accuracy.

Ability to work independently and as part of a team.

Physical Demands & Work Environment

This position is primarily office-based with occasional site visits.

Standard working hours, with some flexibility required to meet project deadlines.

Who We Are

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

By signing this application, you acknowledge and consent to the terms of the privacy policy. You may view the privacy policy here.

Location US-AZ-Flagstaff

ID 2025-1467

Position Type Full-Time

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