Admin Assistant

PLANNER ASSISTANT

CARLSBAD, CA | ONSITE MONDAY–THURSDAY, REMOTE FRIDAY

DURATION: 12-Month Contract

PAY: $27-32/Hour

In this role, you will provide administrative and organizational support to the planning team, helping manage high-volume work intake, scheduling, spreadsheets, and coordination across multiple groups.

• Receiving work requests through the intake process and assigning work to appropriate planners.
• Scheduling SBL requests and ensuring work is coordinated appropriately.
• Managing and maintaining spreadsheets and other tracking tools.
• Providing administrative support to planners and the department.
• Serving as a liaison between planners and multiple internal groups to ensure effective communication and coordination.
• Managing a high volume of requests while maintaining accuracy and organization.
• Supporting special projects and other administrative tasks as needed.
• Staying on top of assigned responsibilities with limited supervision and proactively addressing priorities.

• Receive, organize, and distribute incoming work to planners based on established processes and priorities.
• Coordinate and schedule SBL requests.
• Maintain accurate spreadsheets, records, and departmental tracking documents.
• Provide administrative support to planners and department leadership.
• Coordinate with multiple teams and stakeholders to facilitate the timely completion of work.
• Monitor outstanding requests and follow up as necessary to ensure work progresses appropriately.
• Assist with scheduling, document preparation, data entry, filing, and other administrative activities.
• Support meetings, projects, and other departmental activities as assigned.
• Manage competing priorities effectively in a high-volume work environment.
• Communicate professionally with planners, supervisors, and cross-functional teams.
• Work independently and demonstrate initiative while operating with limited supervision.

• Strong organizational skills with the ability to manage high-volume workloads.
• Strong teamwork and collaboration skills.
• Excellent communication and interpersonal skills.
• Ability to serve as a liaison between planners and multiple internal groups.
• Strong attention to detail and accuracy.
• Self-starter with the ability to stay on top of work with limited supervision.
• Ability to manage multiple competing priorities in a fast-paced environment.
• Strong administrative and coordination skills.
• Proficiency with Microsoft Office applications.
• Familiarity with spreadsheets and data tracking.
• Ability to interact professionally with employees and stakeholders at various organizational levels.
• Ability to work independently as well as effectively within a team.

• High school diploma or equivalent required.
• 5–8 years of relevant administrative or coordination experience preferred for Level III.
• Experience providing administrative support to a department or individual.
• Experience with scheduling, spreadsheets, document management, and general administrative duties.
• Experience working in a high-volume environment preferred.
• Familiarity with Microsoft Office required.