Administrative Assistant II Raleigh, NC

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Job Description
Overview

At UES were a team of more than 4000 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. Learn more about the benefits of joining Team UES and our core values at .


Position Overview

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 office Administrative Assistant II will be responsible for greeting visitors and clients handling incoming calls managing correspondence directing inquiries and other general administrative tasks such as filing.

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

Document client communications and prepare work orders ensuring accurate and timely entry into internal systems.
Coordinate job assignments and scheduling partnership with field management personnel using dispatching or scheduling software to optimize efficiency and minimize travel time.
Assist with the distribution of test results and reports to clients and internal stakeholders ensuring timely delivery accuracy and proper tracking of communications per project specific requirements.
Act as a point of contact for internal and external stakeholders including greeting visitors directing phone calls and addressing inquiries professionally.
Handle prioritize and respond to incoming and outgoing correspondence including emails letters and packages ensuring timely follow-up.
Perform clerical duties such as filing photocopying and scanning.
Support onboarding for new hires including materials preparation and workspace setup.
Prepare and distribute meeting materials including agendas minutes and action items while ensuring efficient meeting coordination.
Monitor and maintain office supplies inventory placing orders and managing office equipment maintenance to ensure smooth daily operations.
Organize update and maintain records databases and departmental documentation ensuring accuracy and compliance with company policies.
Provide administrative support for high-level projects as assigned.
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.
Additional Qualifications/Responsibilities
Qualifications

High School Diploma or equivalent required; Associates 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.

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.


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.