Administrative Assistant

About the opportunity

Do you thrive in the pursuit of ensuring excellence in supporting a team? SWCA Environmental Consultants is expanding their team and looking for a proactive problem solver who enjoys supporting a diverse group of technical specialists and delivering the highest-quality work. SWCA is seeking an Administrative Assistant to support the office in Flagstaff, Arizona.

What you will accomplish

• Coordinate office and administrative activities, including sorting/routing incoming mail and other materials, setup on and off-site meetings, organize project records and files, and ordering or purchasing of office or field supplies and food.

• Manage office equipment servicing and vendor relations.

• Be the point of contact with building management.

• Plan and manage sustainability efforts.

• Coordinate community events, and volunteer opportunities as part of our SWCA Gives Back Program.

• Manage the new hire orientation and onboarding process, including coordination of IT equipment.

• Be point of contact for corporate IT operations and systems.

• Support the efficient deployment, successful project data collection, and safe return of our large and diverse field staff across Northern Arizona and beyond.

• Duties will include organizing field equipment, scheduling vehicle fleet maintenance, booking travel (air, hotel, rental vehicles) and tracking air travel for annual reporting, support in scheduling field staff, organizing outgoing and incoming field forms and data, tracking expenditures and reconciling credit card statements and coordination of project logistics with Project Managers, Leads and Director.

• Serve as the Office Safety Representative and manage health and safety compliance tasks, scheduling training courses, and including procurement and management of outside cleaning service for the office, monthly reporting to corporate safety and management of the Emergency Response Plan.

• Assist staff and project managers with expense reports, proposal preparation, document production, data entry, issuance of Certificates of Insurance, conference registrations & Exhibitor booth reservations, UPS/FedEx shipments, and vendor communications, among other tasks as they arise.

Experience and qualifications for success

• Minimum of a High school diploma (or GED equivalent) required.
• Minimum of two (2) years of current work experience as an administrative support professional
• Demonstrated proficiency in MS office applications including Word, Excel, Teams and Power Point (preferably Version 2010) and other software applications such as Adobe Acrobat Professional
• Proficiency in Zoom video meeting platform.
• Excellent communication, multi-tasking, and interpersonal skills with the ability to represent the company in a professional manner and meet tight deadlines in a fast-paced environment.
• Experience with Deltek Vision or other CRM software preferred; experience with SharePoint preferred.
• Budget tracking, reporting, or equivalent experience is preferred.
• Ability to assertively negotiate rates with hotels and manage relationships with car rental agencies.
• Must have a current and valid drivers license, with the ability to drive multiple types of vehicles, trucks, and 4x4’s.
• Must be able to run office errands with minimal notice during business hours.
• Willingness to jump into various types of tasks and learn new things to support our team as needs arise.
• Strong customer service approach and problem-solving ability.

SWCA Environmental Consultants is a growing employee-owned firm, providing a full spectrum of environmental services. With offices across the United States, SWCA is one of the largest environmental compliance firms and ranks among Engineering News-Record’s Top 200 Environmental Firms.

If you would like to contact SWCA regarding the accessibility of our website or need assistance completing the online application process due to a disability, please email accommodations@swca.com or call 800-828-8517. This contact information is for disability accommodation requests only. All other inquiries will not receive a response.

EOE - women, minorities, individuals with disabilities and veterans are encouraged to apply.

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