Job Information
Universal Engineering Sciences Administrative Assistant Supervisor in Miami, Florida
Overview:
UES is a privately held, rapidly growing engineering and consulting firm with nearly six decades of experience in geotechnical engineering, construction materials testing, building code compliance, threshold inspections and environmental consulting. With more than 3,800 professionals across 80+ branches in high growth markets in the U.S., UES consults on projects of all sizes for public and private clients in industries ranging from transportation and healthcare to commercial, residential, and education.
Experienced and proven, UES is considered a pioneer of the industry and stands at the forefront of emerging technology and best practices. Our work includes public and private clients, as well as public-private partnerships, and consists of projects ranging from transportation and infrastructure to aviation and aerospace. Our engineers, geologists, certified inspectors, scientists, and drillers offer an unwavering commitment to excellence, approaching each project with the knowledge that precision, professionalism, and creative solutions are what drive success and cultivate enduring client relationships.
As UES continues to grow, it’s critical that we have a defined set of values that guide us like a north star. These values need to demonstrate who we are as a company and what we believe. STRIVE stands for Safety, Teamwork, Responsiveness, Integrity, Value, and Excellence.
Summary
The Administrative Assistant Supervisor in the Building Inspection Department is responsible for supervising administrative staff, ensuring the efficient management of office operations, and providing administrative support to the building inspection team. This role includes overseeing documentation, scheduling, customer service, and handling inquiries related to building inspections and permits.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
Physical Demands & Work Environment
• Work is normally performed in a typical interior/office work environment
• Lifting and/or occasionally moving up to thirty-five pounds can be expected
• Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance; talk and hear. Body motions and movements include bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing
Essential Duties and Responsibilities:
Lead, train, and supervise a team of administrative assistants and clerical staff.
Assign tasks and projects to ensure all administrative duties are completed accurately and on time.
Conduct performance evaluations and provide feedback for professional development.
Oversee the day-to-day administrative activities in the Building Inspection Department, including the management of documentation, filing systems, and office procedures.
Ensure compliance with departmental policies, procedures, and relevant building codes.
Maintain and organize inspection records, permit applications, and other departmental files.
Coordinate building inspection schedules, ensuring inspectors are dispatched in a timely and efficient manner.
Communicate inspection appointments and follow-up with clients, contractors, and other stakeholders.
Manage the department’s calendar, including meetings, appointments, and deadlines.
Serve as a primary point of contact for inquiries from the public, contractors, and other departments regarding inspection processes, permits, and regulations.
Provide clear information about building inspection requirements, application statuses, and timelines.
Handle escalated customer complaints and ensure resolutions are provided in a professional manner.
Assist the department in preparing reports, correspondence, and other documents related to inspections and permits.
Ensure all forms, permits, and applications are completed and processed efficiently.
Liaise with other city departments, contractors, and stakeholders to facilitate smooth operations.
Oversee the department’s budgeting and billing processes, including tracking fees, payments, and invoicing for inspection services.
Ensure accurate record-keeping for financial transactions related to permits and inspections.
Other duties may be assigned
Required Qualifications:
Valid Florida Driver’s License with an acceptable driving record (in accordance with our Driver’s License and Motor Vehicle Record Check Criteria)
Ability to pass a background check screening in accordance with Florida’s Jessica Lunsford Act (or equivalent state classification)
High school diploma or GED required, associate degree or higher in business administration or a related field preferred.
Operate a personal computer proficiently, with the typing at least 45 words per minute (wpm).
Experience in a supervisory or leadership role is preferred
Strong organizational skills with attention to detail and the ability to prioritize tasks.
Proficiency in office management software (e.g., Microsoft Office Suite, scheduling tools).
Excellent communication and interpersonal skills for interacting with internal staff and external clients.
Knowledge of building inspection procedures, permit processes, and relevant codes is a plus.
Ability to handle confidential and sensitive information.
Ability to work well in a fast-paced environment and handle multiple projects simultaneously.
Strong problem-solving skills and ability to make decisions in a supervisory capacity.
Preferred Qualifications:
Minimum of 3-5 years of administrative experience, preferably in a building inspection, construction, or municipal environment.
Previous experience in administrative, preferably in an AEC industry
Who We Are:
UES provides essential engineering services for some of the most prominent and significant projects in the nation. Our team members, from our drillers to administrative staff, contribute directly to projects that transform communities. With some of the greatest talent in Geotechnical Engineering, Construction Materials Testing and Inspection, Code Compliance, Environmental, Occupational Health & Safety, and Building Envelope, we are committed to delivering groundbreaking solutions for our clients. At the core of our success is our team members who make it all possible. We know that the projects we deliver are only as good as our people, which is why we offer enriching opportunities for career growth at every level.
Growing in Excellence
As the #1 fastest growing AEC firm on The Zweig Group's Hot Firm list in 2021, UES is poised to lead our industry into the future. As we evolve from a one-man operation to a company spanning 75 branches and 3,500 employees, we’re looking for enthusiastic talent to launch their careers and grow along with us.
Why Work at UES?
We value the individual contributions of our employees, and we show this through providing great benefits. Please ask your recruiter what benefits plans apply to you.
Check out our website: https://teamues.com/
Follow us on social media: LinkedIn (https://www.linkedin.com/company/universal-engineering-sciences-inc/) | Facebook (https://www.facebook.com/universalengineeringsciences/) | Instagram (https://www.instagram.com/universal_engineering_sciences/) | Twitter (https://twitter.com/UniversalEngSci) | YouTube (https://www.youtube.com/channel/UCXK2FHVTcS5o9uLEKO7RuYg)
#GroundedInExcellence
EEO/AA/Disability/Veteran Universal Engineering Sciences is a Drug-Free Workplace. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Team: Building Inspection Department
Work Type: Full-Time
Location Type: onsite