Operations Administrator

SWCA Environmental Consultants•Half Moon Bay, CA

16d•$70,774 - $86,800•Hybrid

About The Position

SWCA Environmental Consultants is seeking an Operations Administrator to oversee administrative and logistics staff and operations across its Northern/Central California offices, including Sacramento, Half Moon Bay, San Francisco, and San Luis Obispo. The role reports to the Principal Administrative Manager of the West Region and directly manages administrative staff while supporting field and office employees with safety, logistics, employee support, property and equipment management, expense reconciliation, and vendor management. The position is regular, full-time, salaried/exempt, with in-office or hybrid options. The ideal candidate lives within commuting distance of the Half Moon Bay, California office. The Operations Administrator oversees consistent administrative services throughout the subregion, provides supervision and performance management for administrative and logistics staff, and supports a positive, inclusive, collaborative workplace. The role also contributes to sustainability and community engagement initiatives and follows applicable regulatory, industry, contractual, and company requirements.

Requirements

High school diploma, GED, or equivalent combination of secondary education and training.
Three years of progressively responsible administration experience.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
Prior executive administrative support to a Vice President or upper management.
Strong, service-oriented people skills.
Demonstrated independent decision-making and business judgment.
Excellent written and verbal communication skills.
Ability to work independently and proactively, solve problems, and collaborate as part of a team.
Valid driver's license and ability to meet SWCA's driver requirements.
Knowledge normally obtained through post-secondary education or training, or an equivalent combination of experience, performance, training, and/or education.

Nice To Haves

Bachelor's degree in Business Administration, Management, Communications, or a related field.
Five years of progressively responsible administration experience.
Experience managing an administrative team of five or more across several locations.
Experience managing others.

Responsibilities

Oversee reconciliation of lodging, rental vehicle, and office invoices, including utilities and internet; implement tracking systems and collaborate with finance teams. This may include unit billing.
Manage new-hire onboarding, facilitate orientation, and support employees’ integration into the team.
Manage procurement and office administration, coordinating maintenance, repairs, building access security, and vendor relationships.
Organize and support event and meeting planning, including logistics, materials, and resources.
Administer employee lifecycle activities, process employee change forms, manage equipment returns, and liaise with Human Resources.
Coordinate recruitment with administrative managers, support requisitions, participate in candidate selection and interviews, and assist with hiring local administrative staff.
Lead or supervise administrative and logistics staff, including providing mentorship and performance management across Northern/Central California offices.
Provide advanced travel and logistics support and manage specialized field equipment; streamline travel logistics and resource tracking for field and project staff.
Manage vendor and service-provider relationships, negotiate contracts, renew memberships and subscriptions, identify cost-effective solutions, and ensure compliance with company policies and project requirements.
Develop and oversee office safety and compliance programs, coordinate training, maintain documentation, manage annual audits, and monitor safety policies and procedures.
Support sustainability and Gives Back initiatives, including gathering information for sustainability reports and coordinating volunteer events.
Oversee administrative operations across Northern/Central California offices to ensure consistent and effective services.
Oversee office fleet operations across the subregion, including scheduling, maintenance, cleaning, required equipment, and repairs.
Coordinate administrative support for Certificates of Insurance and related project requirements.
Support a positive, inclusive, collaborative culture that reflects SWCA’s core values and promotes employee engagement.
Follow applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.
Perform related work as assigned.