Administrative Specialist in San Luis Obispo, CA

SWCA Environmental Consultants' San Luis Obispo, CA office is seeking an Administrative Support Professional (HR Title - Administrative Specialist) to join our multi-disciplinary team. Our San Luis Obispo office specializes in environmental planning, permitting, environmental compliance, and natural and cultural resource support services, and we are looking for someone who can contribute to the smooth and efficient operation of our office. This role would report into our Operations Administrator for the Northern/Central California sub-region who is based in Half Moon Bay, CA.

This position requires working independently while collaborating effectively with team members. The ideal candidate will demonstrate high attention to detail, strong time management skills, and the ability to prioritize and multi-task with minimal on-site supervision. The position will entail both administrative and logistical tasks.

This is a regular, full-time, hourly, office-based position with benefits located at our San Luis Obispo office. The ideal candidate should be able to work Monday-Friday, normal business hours, and be in-office during working hours. SWCA Environmental Consultants is a 100% employee-owned company, and we offer highly competitive pay rates based on individual qualifications and experience. We offer an excellent benefits package, including an employee stock ownership retirement plan (ESOP).

Application deadline: Our team will begin reviewing applications immediately, and interviews will be scheduled with qualified candidates on a rolling basis. The application process will remain open until we have received a robust pool of qualified candidates. Once we have identified suitable individuals, we may close the application process without prior notice. We appreciate the time and effort invested by all applicants.

• Reconcile invoices, including for utilities and other recurring services, to ensure accurate billing and timely payment. Communicate status updates and completion of reconciliation tasks to relevant teams, taking full ownership of accuracy and resolution of discrepancies.
• Support new hire onboarding and coordinate equipment return for terminated employees. Liaises with Human Resources and demonstrates reliability and strict adherence to company policies and procedures.
• Provide regional field logistics and travel support including:

• Prepare and maintain field equipment and gear for staff, responding promptly to logistics requests.
• Purchase field gear and devices as needed, supports GPS device account management, updates software, and tracks inventory to ensure field teams are adequately equipped.
• Manage and schedule office fleet vehicles, including long-term rentals. Track and schedule regular maintenance, cleaning, required equipment and repairs.

• Work closely with projects managers to provide proposal and administrative support
• Provide Certificate of Insurance (COI) procurement
• Coordinate the purchase and distribution of new and replacement computer equipment, maintains IT inventory, and ensure all office equipment is serviced regularly.
• Purchase office snacks, supplies, and equipment; maintain loaner P-Cards and reconcile regularly to ensure compliance. Processes PCard requests, technology (cell phone) allowance requests, and check requests and ensures efficient office operations. Coordinate office events and meetings.
• Draft agendas, Employee Spotlights, and new hire checklists, and assist with proofreading and drafting transmittals.
• Support field staff with scheduling and may coordinate travel arrangements for field crews, ensuring all travel itineraries and receipts are accurately communicated and documented to facilitate smooth field operations.
• Manage office safety and compliance and may act as primary Office Safety Representative (OSR), overseeing related duties and supporting overall safety initiatives.
• Act as a local office champion for sustainability, SWCA Gives Back, and office engagement.
• Provide front desk support, manage office shipping and mail, maintain employee contact lists, and coordinate client and employee gifts. Welcome visitors and answers phones with professionalism.
• Cultivate and maintain a positive, inclusive, and collaborative office culture that reflects SWCA's core values and promotes employee engagement and well-being.
• Collaborate with team members to achieve office sustainability goals and actively participates in community initiatives.
• Perform related work as assigned

Required Qualifications

• A minimum of a high school diploma (or GED equivalent).
• One year of related experience.
• An active driver's license in order to run errands on short notice (may use office vehicles if available).
• Proficiency in MS Office applications, including Word, Excel, Teams, and PowerPoint.

Preferred Qualification

• Familiarity with Zoom and MS Teams video meeting platforms or a strong willingness to learn.

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.

Purpose: Our company purpose is to preserve natural and cultural resources for tomorrow while enabling projects that benefit people today. You are invited to be a part of our success story.

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 need assistance accessing SWCA's website, completing the online application, or require accommodations at any point during the hiring process due to a disability, please contact us at accommodations@swca.com or call 1-480-581-5378. We're committed to providing an inclusive and supportive experience for all candidates. This contact information is specifically for accommodation requests; other inquiries will not receive a response.

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

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 San Luis Obispo, CA- based position can expect an hourly pay rate of $22.87-$29.49/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 (https://www.swca.com/careers/benefits-wellness/), forward-thinking workplace flexibility, outstanding corporate culture, award-winning career development, and more.

At SWCA Environmental Consultants, we celebrate diversity and are committed to creating an inclusive work environment. We strongly encourage candidates from all backgrounds, including those with diverse experiences and veterans, to apply. We believe that a diverse and inclusive workforce enhances creativity, innovation, and overall organizational success.

SWCA continues to invest deeply in career development programs, delivering our award-winning Career Landscape support resources to accelerate the growth of our staff. We recognize the valuable skills and experiences our internal team members bring to SWCA's continued success. Qualified internal candidates are encouraged to apply and will be seriously considered for this position. We believe in promoting from within, where possible, providing our existing employees with compelling opportunities to advance their careers.

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