Senior Logistics and Administrative Specialist

About the opportunity

SWCA Environmental Consultants is expanding our team and looking for a full-time Senior Logistics and Administrative Specialist to support our Pensacola, FL and Jacksonville, FL offices. The ideal candidate is a proactive problem solver who enjoys supporting a diverse group of technical specialists and delivering a proficient level of work.

This is a full-time, hourly position. The position comes with full SWCA benefits.

What you will accomplish

You will be responsible for providing a suite of office administrative support activities, travel logistics coordination, event and regional group support and coordination, document production and mailing, organizing project records and files, inventorying and purchasing office supplies, technology asset management (i.e., field tablets and GPS equipment), maintenance and billing of field equipment, expense reconciliation, and other miscellaneous tasks as necessary.

You will also support the Office Safety Representative to manage health and safety compliance tasks, including the efficient deployment and safe return of our field staff across the Southeast Sub Region and beyond. Duties include organizing field equipment, management of employee and office safety supply inventory, scheduling vehicle fleet maintenance, booking travel, schedule coordination with 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 and Directors.

This position will be responsible for the following:

Logistics Coordination:

• Support the efficient deployment, successful project data collection, and safe return of our large and diverse field staff across our Florida and Southeast offices and beyond.
• Manage travel logistics coordination for field staff and project managers, including ongoing schedule coordination with field staff.
• Coordination of project logistics with Project Managers and Directors
• Maintenance, organizing, and billing field equipment, including technology asset management (i.e., field tablets and GPS equipment) and scheduling vehicle fleet maintenance.
• Local office and regional event support and coordination
• Organizing outgoing and incoming field forms and data
• Tracking expenditures and reconciling credit card statements
• Serving as the Office Safety Representative for our Florida offices. This will include management of health and safety compliance tasks, including monthly reporting to corporate safety, tracking of staff trainings (i.e., First Aid/CPR) and management of safety plans.
• Management of employee and office safety supply inventory

Administrative Responsibilities:

• Answering phones
• Proposal/contract coordination
• Assist with new hire orientation and onboarding process, including coordination of IT equipment.
• Preparation and processing of Certificate of Insurance to meet contract requirements as needed.
• Document production and mailing
• Other miscellaneous tasks as necessary Answering phones, client qualification.
• Proposal/contract coordination

Experience and qualifications for success

Required qualifications:

• Minimum of a High School diploma (or GED equivalent)
• Minimum of two (2) years of experience in office management, logistics, or administrative assistance experience.
• 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 Word, Excel, PowerPoint, and Outlook.
• Must have a current and valid driver’s license, with the ability to drive multiple types of vehicles and trucks.
• 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.
• Experience with scheduling and meeting coordination
• Ability to write and communicate clearly.
• Strong customer service approach and problem-solving ability.

Desired qualifications:

• Experience working for an environmental consulting, engineering, or construction firm.
• Experience with Deltek Vision or other CRM software; experience with SharePoint.
• Experience with other software applications such as Adobe Acrobat.
• Budget tracking, reporting, or equivalent experience.
• Ability to assertively negotiate rates with hotels and manage relationships with car rental agencies.
• Experience with technology asset inventory and management; specific to field data collection tablets and GPS devices, or a strong willingness to learn this.
• Three (3) or more years of experience in office management, logistics, or administrative assistance experience.
• Bachelor’s degree in business, accounting, or related discipline.

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.  We specialize in natural and cultural resource management, environmental planning, and regulatory compliance.

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

An employee in this Pensacola, FL or Jacksonville, FL position can expect an hourly pay rate of $21.50–27.50/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

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 1-480-581-5378. This contact information is for disability accommodation requests only. All other inquiries will not receive a response.

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