Administrative Assistant

Universal Engineering Sciences • Overland Park, KS • 1h ago

Who We Are

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.

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to provide advanced administrative and operational support to our team. This role serves as a key liaison across departments, ensuring seamless coordination of schedules, projects, and communications. The ideal candidate is experienced, resourceful, and thrives in a fast-paced, deadline-driven environment. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks simultaneously.

Responsibilities

Handle and prioritize incoming correspondence (emails, letters, packages) with professionalism and timely follow-up.

Coordinate daily mailing of letters and packages.

Proofread and distribute polished documents, including proposals, reports, cost estimates, meeting agendas, minutes, and presentations.

Provide administrative support for subcontractor/sub-consultant agreements, purchase orders, and invoice review; ensure documentation accuracy and compliance.

Support project administration in Vantagepointe.

Performing peer reviews of proposals, reports, and correspondence to correct formatting and spelling errors.

Maintain and organize departmental records, databases, and documentation with precision and confidentiality.

Maintain and organize office supplies.

Coordinate logistics for meetings, events, and travel, including vendor management and on-site support.

Anticipate needs and proactively resolve administrative or operational issues before they escalate.

Support special projects and high-priority initiatives assigned by leadership.

Facilitate on-boarding of new employees

Qualifications

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).

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-CB1

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

ID 2025-2657

Position Type Full-Time

Location US-KS-Overland Park

Job Locations US-KS-Overland Park

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