On-Call Administrative Specialist

About the opportunity

Are you a proactive problem solver who enjoys supporting a diverse group of technical specialists and delivering the highest-quality work? Are you looking for a career opportunity that allows you to use your business savvy, great organizational, communication and people skills to be an integral member of a team? Look no further. SWCA Environmental Consultants is seeking a dynamic On-Call Administrative Specialist to support the office in Half Moon Bay, California. Work hours may vary seasonally and depending on project needs and your skills. As our Bay Area operations continue to grow, additional opportunities for advancement and/or transition to a regular, full-time position will be available.

SWCA Environmental Consultants is an employee-owned company of environmental professionals who specialize in natural and cultural resource management, environmental planning, and regulatory compliance.

What you will accomplish

As an On-Call Administrative Specialist you will wear multiple hats primarily supporting the Senior Administrative Specialist and other staff in the realms of safety, logistics, employee relations, real property and equipment management, expense reconciliation, and vendor management. You will assist:

• Coordinate office and administrative activities, including sorting/routing incoming mail and other materials, setup on and off-site meetings
• Maintain the organization of general office space, including organizing project records and files, and ordering or purchasing supplies and food.
• Coordinate community events, and volunteer opportunities as part of our SWCA Gives Back Program.
• Assist with new hire orientation and onboarding process, including coordination of IT equipment.
• Work with corporate IT to support telecommuting technologies in support of virtual office functions.
• Support the efficient deployment, successful project data collection, and safe return of our large and diverse field staff across Northern California and beyond.
• Organize field equipment, schedule vehicle fleet maintenance, book travel, organize outgoing and incoming field forms and data
• Track expenditures and reconcile credit card statements and coordination of project logistics with Project Managers and Directors.
• Assist Office Safety Representative and manage health and safety compliance tasks, including monthly reporting to corporate safety, tracking of staff trainings (i.e. First Aid/CPR) and management of a Safe at Work Plan and Emergency Response Plan.
• Assist staff and Project Managers with proposal preparation, document production, data entry, conference registrations, UPS/FedEx shipments, and vendor communications, among other tasks as they arise.
• Assist with preparation and processing of Certificate of Insurance to meet contract requirements
• Work closely with our other West Coast offices including Sacramento, Honolulu, Pasadena, San Diego, San Francisco, and San Luis Obispo, to support regional business needs.

Experience and qualifications for success

Key Skills

• Strong computer skills with demonstrated proficiency with Microsoft Office applications including Word, Excel, Outlook, and Teams, Power Point (preferably Version 2010 or later) and other software applications such as Adobe Acrobat Professional
• 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
• 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.

Required Qualifications

• Minimum of a high school diploma (or GED equivalent) required
• Minimum of 2 years of current work experience as an administrative professional
• Must have a current and valid drivers license, with the ability to drive multiple types of vehicles, trucks, and 4x4’s.
• Must have own vehicle and be able to run office errands with minimal notice during business hours.

Preferred Qualifications

• 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.

This is a temporary, hourly position. Pay range is dependent on experience.

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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Seniority Level

Associate

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