[Hiring] Office Administrator @Universal Engineering Sciences

Role Description

Help keep our projects moving—one accurate report at a time. UES is looking for an Office Administrator to directly support our Construction Materials Testing (CMT) team in Memphis, TN. This is not a traditional front-desk administrative position. This role works closely with our CMT project managers, technicians, and other team members to help ensure project reports, documentation, and administrative tasks are completed accurately and on time.

While this position supports our Memphis operation, we’re open to the right person working remotely. Because of that, we’re looking for someone who is highly organized, dependable, comfortable working independently, and proactive about communicating with a busy project team.

What You’ll Do

• Support the CMT department with reporting and project documentation.
• Organize, ensure accuracy, and complete information generated by field and project teams.
• Help keep the Memphis team connected, organized, and moving forward.

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).

Requirements

• Extremely organized and detail-oriented.
• Takes pride in producing accurate, professional work.
• Comfortable working with a high volume of reports, documents, and data.
• Can manage multiple priorities and deadlines without losing track of details.
• Comfortable following up with people and asking for missing information.
• Communicates clearly and professionally through email, Teams, and phone.
• Can work independently in a remote environment while staying connected to the team.
• Learns new systems and processes quickly.
• Takes initiative and doesn’t need to be directed through every next step.
• Understands that small details in a report can make a big difference.
• Dependable and follows tasks through to completion.

Responsibilities

• Preparing, formatting, reviewing, and processing CMT reports and project documentation.
• Supporting project managers and field teams with daily and recurring reporting needs.
• Reviewing reports for completeness, accuracy, formatting, and required information.
• Tracking outstanding reports, documentation, and other project deliverables.
• Following up with team members when information or documentation is missing.
• Entering and maintaining project information in company systems, spreadsheets, and databases.
• Organizing electronic project files and maintaining accurate records.
• Assisting with client documentation, correspondence, and report distribution.
• Helping project teams stay ahead of deadlines and administrative requirements.
• Supporting billing, invoicing, proposals, scheduling, or other project-related administrative functions as needed.
• Communicating regularly with project managers, technicians, and other team members to keep work moving.
• Providing additional administrative support to the Memphis CMT department as priorities arise.

Benefits

• 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.

EEO Statement

UES is an Equal Opportunity Employer and is proud to recruit the most qualified candidates. Please see our full EEO Statement at the bottom of the page.