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Project Admin
9 days ago
Full time role
Remote · Lexington, KY, US
🚀 Now Hiring: Project Admin 🚀
Are you an organized, detail-driven powerhouse who thrives in a fast-paced environment? Do you love keeping projects on track and ensuring everything runs smoothly behind the scenes? If so, we want YOU on our team!
As a Project Admin, you’ll be the key to seamless project management, providing vital administrative support to keep our operations running efficiently. You’ll handle everything from tracking proposal costs and coordinating communication to processing invoices and managing collections—all while ensuring projects stay on schedule and within budget.
🔹 What You’ll Do:
✔ Set up and track projects in our ERP system
✔ Compile and organize field reports for accuracy and efficiency
✔ Process invoices and oversee collections to maintain financial flow
✔ Keep communication streamlined between teams and stakeholders
✔ Support project managers with day-to-day administrative needs
💡 Why Join Us?
✅ Fast-paced, dynamic work environment
✅ Growth opportunities & career development
✅ Competitive pay & comprehensive benefits
✅ Be a vital part of a team that drives success!
If you’re a detail-oriented multitasker who loves keeping everything in order, we’d love to hear from you! Apply today and take your career to the next level!
We are only considering candidates currently residing in the state of Kentucky, as relocation assistance is not available.
Essential Duties and Responsibilities
- Assist in preparing and managing cost estimates for project proposals.
- Collaborate with project managers and engineers to gather necessary data for proposal development.
- Ensure accuracy and completeness of cost information to support competitive bids.
- Facilitate effective communication across all levels of the project team.
- Prepare and distribute project-related communications, including meeting agendas, minutes, and status reports.
- Act as a liaison between departments to ensure seamless workflow and project execution.
- Set up and maintain project information in the ERP system.
- Ensure all project data is accurately entered, updated, and properly organized.
- Generate project-related reports and provide insights for project tracking and decision-making.
- Collect, compile, and review field reports from project sites.
- Ensure timely and accurate submission of field reports.
- Assist in analyzing field data to identify trends, discrepancies, or potential issues.
- Prepare and issue invoices for project-related work.
- Track and manage the invoicing process to ensure timely payments.
- Address and resolve any invoicing discrepancies in collaboration with internal teams and clients.
- Monitor accounts receivable and proactively follow up on outstanding invoices.
- Communicate with clients to ensure prompt payment and assist in improving collections processes.
- Oversee office supply inventory and ensure necessary materials are stocked.
- Place orders for office supplies and maintain vendor relationships.
- Coordinate with staff to fulfill office supply needs efficiently.
Experience
- Bachelor’s degree in business administration, Engineering, or a related field is preferred. Equivalent work experience will be considered with out degree.
- Minimum of 1-3 years of experience in a project coordination or similar administrative role, preferably within an engineering or construction environment.
- Experience with ERP systems and financial management software is highly desirable.
About UES
Universal Engineering Sciences (UES) is a rapidly growing engineering and consulting firm with nearly 60 years of expertise in geotechnical engineering, construction materials testing, building code compliance, threshold inspections, and environmental consulting. With 3,800+ professionals across 80+ branches in high-growth U.S. markets, UES serves public and private clients across industries such as transportation, healthcare, commercial, residential, and education.
As an industry pioneer, UES is at the forefront of emerging technology and best practices, delivering precise, professional, and innovative solutions. Our dedicated team of engineers, geologists, inspectors, scientists, and drillers is committed to excellence and long-term client success.
At UES, we STRIVE to uphold our core values:
🔹 Safety – Our top priority in every project
🔹 Teamwork – Collaboration drives success
🔹 Responsiveness – Quick and effective solutions
🔹 Integrity – Honesty and ethical practices
🔹 Value – Delivering quality and efficiency
🔹 Excellence – Setting the industry standard
As we continue to expand, these values serve as our north star, guiding our mission to shape the future of engineering and consulting.
Mission
We are trusted engineering partners enabling the construction community through responsive, expert problem solving.
We strive to be the leading environmental, inspection, testing and engineering firm by ensuring the safety, integrity, and sustainability of our community's land, foundations, and structures from development to redevelopment.
EEOC Statement
UES is committed to embracing diversity, equity, and inclusion to create a workplace that welcomes and thrives on the unique experiences, perspectives, and contributions of all team members. UES is bringing the best people and most diverse talent forward to drive growth, innovate and think bigger!
Disclaimer
This job description is not intended to list the full scope of duties and responsibilities for this position. Other duties may be assigned. Employment is "at will" meaning that employment may be ended by either the employee or Company at any time for any reason with or without notice. Any offer of employment is contingent upon the applicant successfully completing pre-employment testing for this position.
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