Administrative Assistant I

Universal Engineering Sciences•Pensacola, FL

52d•Onsite

About The Position

We are looking for an Administrative Assistant I 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. This is an excellent opportunity for individuals looking to start their career in administration. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks simultaneously.

Requirements

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.

Responsibilities

Proficiently operate a computer and various computer systems.
Ability to function in a high-stress environment, be a strong multi-tasker, and be a team player.
Efficiently communicate with teammates from all levels (other administrative assistants, department manager, branch manager, project manager, etc.).
Review the project set-up structure to ensure the billing terms are being executed correctly.
Execute monthly billing for a department(s) by invoicing clients through various channels.
Advise management when the billing total reaches the total contract amount.
Follow up with clients on invoices to ensure receipt, correct submittal, etc.
Strong knowledge of the business and project cycle.
Ability to efficiently answer client questions and assist them promptly.
Ability to prioritize, execute tasks efficiently, and meet deadlines without compromising the quality of work.
Produce departmental reports (may vary by location and department).
Serve as a scheduler and/or dispatcher (may vary by location and department).
Knowledge and usage of proper format, grammar, spelling, and punctuation.
Regular on-site, in-office attendance is required.
Follows safety procedures.
Other duties may be assigned