Administrative Specialist

About the opportunity

Do you thrive in the pursuit of excellence and providing the highest quality of support to both your colleagues and clients?   We have a great opportunity 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 San Antonio, TX office. Work hours may vary seasonally and depending on project needs and your skills.  This is a temporary, full-time, hourly position, with the candidate expected to be full-time in the San Antonio office.  Position will like start in Mid-August 2023 and the position will last at least three months.

Our Vision (the North Star), Core Values, and Purpose:  Help drive SWCA to be 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 are #OneSWCA and collaborate across all our offices, programs, and disciplines. We are #AlwaysLearning, we #NeverSettle and we #GiveBack. We are 100% employee-owned, and we build our success together. It is imperative for the successful candidate to fit SWCA's unique culture. Do you appreciate sustainability and environmental awareness? Is giving back to your community a priority? SWCA is a team of scientists, planners, technical experts, and corporate services professionals that are committed to our culture.

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 San Antonio 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)
• Minimum of two (2) years of experience in office management, logistics, or administrative assistance
• 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
• Demonstrated proficiency with MS Office applications including Teams, Word, Excel, PowerPoint and Outlook.
• Ability to assertively negotiate rates with hotels and manage relationships with car rental agencies.
• Must have a current and valid driver's license, with the ability to drive multiple types of vehicles, trucks, and 4x4s.
• Must be able to run office errands with minimal notice during business hours.
• Experience with scheduling and meeting coordination.
• Ability to write and communicate clearly.

PREFERRED

• Bachelor’s degree in business, accounting or related discipline.
• Experience working for an environmental consulting, engineering or construction firm.
• Experience with other software applications such as Adobe Acrobat.
• Experience with Deltek Vision or other CRM software; experience with SharePoint.
• Budget tracking, reporting, or equivalent experience.
• 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 480-581-5378. This contact information is for disability accommodation requests only. All other inquiries will not receive a response.

SWCA is committed to salary equity and salary transparency for all its employees.  In alignment with this commitment, SWCA posts good faith pay ranges on all its advertised job postings to promote pay equity and transparency.

An employee in this San Antonio, TX office - based position can expect a salary beween $19.00 - 24.50/hour. Actual pay within this range may depend on experience, qualifications, geographic location, client requirements where applicable, and other factors permitted by law.  Regular-status employees are also eligible for performance bonuses. Candidates are also encouraged to consider SWCA’s Total Rewards package, which includes a competitive Benefits package, forward-thinking workplace flexibility, outstanding corporate culture, award-winning career development, and more.

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

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