Senior Administrative Specialist

About the opportunity

Do you thrive in the pursuit of ensuring excellence in your job? 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? Then look no further as SWCA Environmental Consultants is seeking a dynamic Senior Administrative Specialist with those standards to support our Tucson, AZ office.

The candidate chosen to fill this position will have a broad range of skills and will work with office Leadership and Project Managers to both support and be responsible for providing a suite of office administrative support activities. This position requires the ability to work both independently as well as coordinating well within the project team.  The individual in this position will need to maintain a high attention to detail and have strong time management skills. This is a Full-time (40 hours per week), hourly position.

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 a Senior Administrative Specialist you will wear multiple hats supporting staff in the realms of safety, logistics, employee relations, real property and equipment management, expense reconciliation, and vendor management. The following is a general outline of what this position entails.

• Coordination of office and administrative activities, including sorting/routing incoming mail and other materials, setup of on and off-site meetings, organize project records and files, and ordering or purchasing of office or field supplies and food.
• Provide efficient deployment, successful project data collection, and safe return of our large and diverse field staff across Southern Arizona 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 and tracking of staff trainings (i.e. First Aid/CPR), monthly reporting to corporate safety, and management of the Safe at Work and Emergency Response Plans.
  • This will also include the preparation and processing of Certificates of Insurance to meet contract requirements
• Be the point of contact with building management.
  • Duties will include procurement and management of cleaning services for the office.
• Manage office equipment servicing and vendor relations.
• Be the point of contact for corporate IT operations and systems.
• Manage the new hire orientation and onboarding process, including coordination of IT equipment.
• Assist staff and project managers with expense reports, proposal preparation, document production, data entry, conference registrations & Exhibitor booth reservations, UPS/FedEx shipments, and other tasks as they arise.
• Track expenditures and reconcile credit card statements and coordination of project logistics with Project Managers and Directors.
• Work closely with our other Southwest offices including Phoenix, Flagstaff, Las Vegas, and Reno, to support regional business needs.
• Coordinate community events, and volunteer opportunities as part of our SWCA Gives Back Program.
• Plan and manage sustainability efforts.

Experience and qualifications for success

• Provide excellent communication, multi-tasking, and interpersonal skills with the ability to represent the company in a professional manner.
• Able to meet tight deadlines in a fast-paced environment.
• Possess a self-starter attitude and willingness to jump into various types of tasks and learn new things to support our team as needs arise.
• Proficiency in Zoom video meeting platform.
• Ability to assertively negotiate rates with hotels and manage relationships with car rental agencies.
• Budget tracking, reporting, or equivalent experience.
• Experience with Deltek Vision or other CRM software.
• Experience with SharePoint.
• Have a strong customer service approach.

Required Qualifications

• Minimum of a High school diploma (or GED equivalent) required.
• Minimum of five (5) years of current work experience as an administrative support professional.
• Demonstrated proficiency in MS office applications including Word, Excel, Teams and Power Point (preferably Version 2010) and other software applications such as Adobe Acrobat Professional.
• Must have a current and valid driver’s 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.

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.

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 Tucson, AZ office -based position can expect a salary of $21.50/hr. - $27.50/hr. 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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