Operations Administrator

SWCA Environmental Consultants•Half Moon Bay, CA

6d•Hybrid

About The Position

SWCA Environmental Consultants is seeking an Operations Administrator to oversee administrative and logistics operations and staff across its Northern/Central California offices, including Sacramento, Half Moon Bay, San Francisco, and San Luis Obispo. Reporting to the Principal Administrative Manager of the West Region, the role supports field and office employees in 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. SWCA is a 100% employee-owned environmental consulting firm providing environmental services throughout the United States. Its offices support natural resources management, cultural resources management, and environmental planning, serving the generation, transmission, and renewable energy industries. SWCA describes its culture as collaborative and team-focused, guided by values of collaboration, learning, continuous improvement, and community contribution. The Operations Administrator oversees regional administrative services, directly supervises and develops administrative and logistics staff, and works with employees, finance, Human Resources, vendors, and service providers. The role encompasses expense and invoice reconciliation, onboarding and employee lifecycle support, procurement and facilities coordination, event planning, recruiting support, travel and field logistics, fleet operations, safety and compliance programs, and sustainability and community initiatives. The position also ensures applicable regulatory, contractual, industry, and company requirements are followed.

Requirements

High school diploma, GED, or equivalent combination of secondary education and training.
At least three years of progressively responsible administration experience, or an equivalent combination of experience, performance, training, and/or education.
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.

Nice To Haves

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

Responsibilities

Oversee administrative operations across Northern/Central California offices to provide consistent and effective services.
Directly supervise, mentor, and manage the performance of administrative and logistics staff across the subregion.
Reconcile lodging, rental vehicle, and office invoices, including utilities and internet; implement efficient 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; coordinate maintenance, repairs, building access security, equipment, supplies, and vendor relationships.
Organize and support events and meetings, coordinating logistics, materials, and resources.
Administer employee lifecycle activities, including employee change forms and equipment returns, and liaise with Human Resources.
Coordinate recruitment with administrative managers, support requisitions and candidate selection and interviewing, and assist with hiring local administrative staff.
Provide advanced travel and logistics support, including management of specialized field equipment; streamline processes for travel logistics and resource tracking.
Oversee office fleet operations, including scheduling, regular maintenance, cleaning, required equipment, and repairs.
Coordinate administrative support for Certificates of Insurance and related project requirements.
Negotiate vendor contracts, renew memberships and subscriptions, manage service-provider relationships, 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 community-giving initiatives, including gathering information for sustainability reports and coordinating volunteer events; champion environmental stewardship and community engagement.
Support a positive, inclusive, collaborative culture across subregional offices that reflects SWCA’s values and promotes employee engagement.
Follow applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.
Perform related work as assigned.