Administrative Assistant II

Universal Engineering Sciences • Lehigh Acres, FL

60d • Onsite

About The Position

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 billing, 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.

Requirements

• High School Diploma or equivalent required; Associate’s degree or additional relevant coursework preferred.
• 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.
• Exceptional organizational, time management, and problem-solving skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and the ability to handle sensitive and confidential information with discretion.
• Excellent verbal and written communication skills, with the ability to interact professionally with team members, leadership, and external stakeholders.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• 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.
• Strong interpersonal skills, with the ability to foster and maintain positive relationships across all levels of the organization.

Nice To Haves

• Previous experience in the A/E/C industry
• Experience with Deltek Vantagepoint
• Previous experience with billing and data collection

Responsibilities

• Handle, prioritize, and respond to incoming and outgoing correspondence and ensuring timely follow-up.
• Assist in the preparation of reports, results and invoices for the department in a timely manner.
• Verify billing data to ensure accuracy and completeness.
• Provide administrative support for high-level projects, as assigned.
• Act as a point of contact for internal and external stakeholders, including greeting visitors, directing phone calls, and addressing inquiries professionally.
• Facilitate communication and collaboration between departments, external vendors, and business partners to enhance workflow efficiency.
• Willingness to travel up to 10% of the time primarily for occasional offsite meetings, training sessions, or company events.
• Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.
• Perform other administrative duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED