Administrative Specialist in Sacramento, CA

SWCA Environmental Consultants•Sacramento, CA

5h•$23 - $29•Onsite

About The Position

SWCA Environmental Consultants’ Sacramento, CA office is seeking an Administrative Support Professional (HR Title - Administrative Specialist) to join our multi-disciplinary team. Our Sacramento 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 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 Sacramento 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.

Requirements

A minimum of a high school diploma (or GED equivalent) is required.
One year of related experience is preferred; or any equivalent combination of experience, performance, training, and/or education.
Proficiency in MS Office applications, including Word, Excel, Teams, and PowerPoint is required
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?

Nice To Haves

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

Responsibilities

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.
Purchase office snacks, supplies, and equipment; maintain loaner PCards 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.
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.
Coordinate the purchase and distribution of new and replacement computer equipment, maintains IT inventory, and ensure all office equipment is serviced regularly.
Draft agendas, Employee Spotlights, and new hire checklists, and assist with proofreading and drafting transmittals.
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.
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 and schedule office fleet vehicles, including long-term rentals. Track and schedule regular maintenance, cleaning, required equipment and repairs.
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.
Collaborate with team members to achieve office sustainability goals and actively participates in community initiatives.
Follow applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.
Perform related work as assigned