Administrative Specialist

About Us

We are an award-winning California-based environmental consulting firm with 550+ professionals and more than 30 years of diverse experience serving clients in transportation, energy, water, infrastructure, private development, and government sectors. Our mission is to deliver practical, science-based environmental and planning solutions that support communities, infrastructure, and natural systems.

As a people‑centric organization, we value collaboration, fairness, and transparency, and are committed to fostering a workplace that supports both personal and professional growth while offering robust career opportunities. We are especially proud of our recent Great Place To Work® certification, which reflects an independent assessment of our culture and our team‑member experiences.

Rincon Consultants, Inc. is seeking a full‑time Administrative Specialist to join our customer‑first Administration team in our relocated downtown San Luis Obispo, CA office.

This role is ideal for a dependable, detail‑oriented, and customer‑centric professional who enjoys supporting teams, keeping operations organized, and creating a positive experience for employees, visitors, and external contacts. The Administrative Specialist will provide day‑to‑day administrative support to internal teams and interact regularly with management, staff, vendors, and other business partners.

We are looking for a motivated team player who thrives in a fast‑paced office environment, demonstrates excellent follow‑through, and handles confidential information with discretion and professionalism.

This role is fully on‑site in our San Luis Obispo office.

• The Administrative Specialist will help ensure the smooth daily operation of the office by providing responsive, accurate, and professional administrative support.
  
  Responsibilities include:
• Providing day‑to‑day administrative support to office staff, helping internal teams operate efficiently and delivering responsive, high‑quality service to our clients
• Answering phones, directing calls appropriately, forwarding voicemails, and assisting callers with a customer‑first approach
• Managing incoming mail, email communications, packages, shipping, and receiving
• Logging incoming packages, sorting mail, and distributing materials to appropriate staff
• Coordinating company vehicle use, maintenance, service appointments, fueling, washing, and pick‑up/drop‑off
• Ordering office supplies and equipment, submitting requests, and tracking inventory
• Processing incoming information and updating department databases
• Preparing, formatting, and editing documents and materials using Microsoft Word, Excel, PowerPoint, and other tools
• Collecting invoices from internal staff for processing
• Performing data entry for reports, forms, logs, and administrative records
• Scanning, filing, and organizing documents as requested
• Assisting with outgoing mail, shipping, and marketing campaign support
• Coordinating and organizing travel arrangements
• Supporting office events and meetings as needed
• Collaborating with other Administrative Specialists and internal teams across the organization
• Performing other duties and responsibilities as assigned

• High school diploma or equivalent.
• Minimum of 3 years of office‑related, administrative, or concierge experience preferred
• Previous experience providing support in an administrative role
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, Teams, SharePoint, and Power Point
• Exceptional customer service skills
• Strong attention to detail and accuracy
• Excellent interpersonal, verbal, and written communication skills
• Strong organization and time management skills
• Ability to manage multiple projects, deadlines, priorities, and team needs
• Ability to work independently and collaboratively with employees at all levels
• High degree of personal integrity and ability to handle confidential information with discretion
• Friendly, dependable, flexible, and solutions‑oriented attitude
• Reliable transportation and a valid driver’s license

• Bachelor’s degree
• Experience supporting teams in a…