Administrative Specialist

About the opportunity

We are seeking an Administrative Specialist for our Salt Lake City, Utah, office. This position is responsible for providing office administrative support, office reception, travel logistics coordination, document production, and project and business development coordination. This is a part-time (26 to 34 hours per week), hourly position with potential to convert to full-time. This position reports to the Salt Lake City, Utah, Operations Administrator. Pay will be based on individual qualifications and experience.

Because communication skills and attention to detail are critical to this position, please include a cover letter with your application so that you receive full consideration for this opening.

SWCA Environmental Consultants is a growing employee-owned firm, providing a full-spectrum of environmental services. Our Vision (the North Star) is to make SWCA the best workplace and industry leader in sustainability, bringing sound science and creative solutions to global environmental challenges while maintaining a dedication to employee-ownership. We live our core values: we collaborate as #OneSWCA; we are #AlwaysLearning, we #NeverSettle, and we #GiveBack.

What you will accomplish

• Support administrative functions in the office, including assuring administrative support tasks are completed in the most timely and effective manner;
• Coordinate project and travel logistics such as organizing field equipment, scheduling fleet and rental vehicles, and booking travel;
• Help coordinate SWCA’s safety program at the office level;
• Coordinate, prioritize, and complete tasks to support business activities, including word processing, report and proposal formatting, copying, binding, and mailing a variety of reports, letters, internal documents, proposals, and budgeting and marketing material;
• Assist with management of office account/credit, vendors, field house and accounts, and truck/equipment billings;
• Assist with new hire orientation and deployment, health and safety compliance, and management of project records, file organization, and document archiving;
• Oversee facility maintenance, repairs, and service contracts (e.g., copier repair services); and ensure all office equipment is functioning properly, and is repaired when needed;
• Schedule and support meetings and events for the office as needed;
• Assist with subcontractor and vendor invoice processing;
• Other administrative duties as assigned, which may include but is not limited to: receiving all office guests and deliveries; answering/routing all telephone calls; ordering office and kitchen supplies; assisting with expenses reports; and sorting/routing incoming mail and shipments;
• Collaborate regularly with SWCA’s corporate office (HR, payroll, and accounting), other offices in the Rockies Region, and all levels of staff in both natural and cultural resources to promote SWCA’s business interests in adherence to its mission, vision, and values.

Experience and qualifications for success

REQUIRED

• Minimum of an Associate’s degree in business, administration, office technology or a related field required
• Minimum of two (2) years of current work experience as an administrative support professional
• Demonstrated proficiency in Microsoft Word, Excel and Power Point (preferably Version 2010) and other software applications such as Adobe Acrobat Professional
• Results driven professional with high attention to detail and time management skills.
• Ability to maintain strict confidentiality and professionalism at all times.
• Strong multi-tasking skills and ability to produce results; must be able to successfully organize and prioritize work under tight deadlines and changing circumstances.
• Ability to work independently, be proactive, solve practical problems, and take initiative while also being a team player who is willing to make contributions both locally and companywide.
• Excellent phone, 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

PREFERRED or HELPFUL

• Previous administrative assistant or related job experience in a related, project-based industry (e.g., environmental services, architecture & engineering, construction)
• Experience with Deltek Vision
• Eagerness to learn while being receptive to feedback.
• Experience supporting and coordinating marketing related activities is a plus

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 application process, please email accomodations@swca.com or call 1-480-581-5378. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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

#ind-swca

Seniority Level

Associate

Not ready to apply? Connect with us for general consideration.