Level Administrative Specialist

About the opportunity

SWCA Environmental Consultants is seeking a dynamic Staff Level Administrative Specialist to support our San Antonio office. Our office offers a unique culture and work environment, and our teams specialize in Cultural and Natural Resources. This is a full-time, hourly position with benefits, based in San Antonio, TX.

As an Administrative Specialist, you will play a crucial role in ensuring the smooth and efficient operation of our office. You will lead the administrative functions by managing current processes, identifying areas for improvement, and implementing efficiencies. Collaboration with other departments will be key in ensuring accurate and timely processing of business transactions. A primary responsibility of this role includes providing logistical support for successful field mobilizations.

Additional responsibilities include managing office expenses, overseeing new hire onboarding, and maintaining asset management. This position requires a proactive, solutions-oriented approach, exceptional communication skills, and the ability to work both independently and as part of a team.

• Administrative Specialist:
  Typically, one year of related experience and expertise
• Senior Administrative Specialist:
  Typically, two years of related experience and expertise

Final date to receive applications:
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 and will carefully consider each submission.

• Provide administrative and logistics support to the local office.
• Manage office PCards and maintain expense reports to stay up to date and in compliance with company policies.
• Collaborate with other offices in the Subregion to provide optimal support to staff.
• Act as the local Office Safety Representative (OSR) and ensure safety compliance.
• Manage current administrative processes and identify and implement new processes where needed.
• Complete the new hire onboarding processes and liaise with the Talent Acquisition team to ensure smooth onboarding practices.
• Oversee and coordinate asset management activities within the office, including tracking, documentation, and maintenance of office-owned and rented vehicles, field equipment, computers and peripherals, etc.
• Partner with our Technology Team to support ongoing employee software and hardware equipment needs.
• Coordinate and oversee meetings and events in the office, to include volunteer outreach, ESOP, holiday celebrations, and other employee engagement activities.
• Communicate proactively and as directed by the Vice President and Director to ensure alignment and support for office objectives.
• Maintain compliance with all applicable federal, Tribal, state, local, contractual, industry, and company requirements.
• Perform other related duties as assigned.

Minimum Qualifications:

• High School Diploma or equivalent
• One (1) year of experience in a similar role
• The nature of this position is such that it is not a role which provides remote work options. Interested candidates should be willing and able to be at the designated office Monday - Friday, 8:00 am - 5:00 pm

Preferred Qualifications:

• Two (2) years of experience in a similar role.
• Fleet management and logistics experience.
• Experience with the following software:
  Deltek Vision and SharePoint.
• Notary Public certification

• Outstanding, service-oriented people skills.
• Demonstrated experience using independent decision making and business judgement.
• Excellent written and verbal communication, with the ability to represent the company externally and internally in a positive and professional manner.
• Ability to work independently, be proactive, solve problems, and take initiative; but also, be highly collaborative and team oriented.
• Willingness to jump into various types of tasks and learn new things to support our team as needs arise.

SWCA Environmental Consultants is a growing employee-owned firm, providing a full spectrum of environmental services. With offices across the United States, SWCA is one of the largest environmental compliance firms and ranks among Engineering News-Record's Top 200 Environmental Firms.

If you would like to contact SWCA regarding the accessibility of our website or need assistance completing the online application process due to a disability, please email  or call . This contact information is for disability accommodation requests only. All other inquiries will not receive a response.

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