Administrative Specialist

About the opportunity SWCA Environmental Consultants' Tucson, AZ office is seeking an Administrative Specialist to join our multi-disciplinary team. Our Tucson office specializes in environmental permitting, supported by expertise in natural and cultural resources management, field studies, and NEPA compliance across a wide range of environmental planning projects. We are looking for someone who can contribute to the smooth and efficient operation of our office.

This role would report to our Senior Operations Administrator for the Southwest Subregion based in Phoenix. This position requires working independently while collaborating effectively with team members. The ideal candidate will demonstrate high attention to detail, strong time management skills, and the ability to prioritize and multi-task with minimal on-site supervision. The position will entail both administrative and logistical tasks.

This is a regular, part-time, hourly, office-based position located in our Tucson office. The successful candidate will work approximately 30 hours per week on a predetermined schedule. SWCA Environmental Consultants is a 100% employee-owned company, and we offer highly competitive pay rates based on individual qualifications and experience. We offer an excellent benefits package, including an employee stock ownership retirement plan (ESOP).

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.

What you will accomplish
* Serve as the first point of contact for visitors and incoming calls, providing a professional and welcoming office experience.
* Provide day-to-day administrative support, including managing office mail and shipping, maintaining employee contact lists, and coordinating client and employee gifts.
* Support employee onboarding and offboarding processes, including coordinating equipment setup and returns in partnership with Human Resources.
* Prepare agendas, employee communications, Employee Spotlights, new hire checklists, and assist with proofreading and drafting business correspondence and transmittals.
* Reconcile invoices and P-cards for expenses and recurring services, ensuring accurate billing, timely payment processing, and resolution of discrepancies.
* Process P-card requests, technology allowance requests, and check requests to support efficient office operations.
* Purchase and maintain office snacks, supplies, and equipment.
* Coordinate office meetings, events, and employee engagement activities.
* Manage the purchase, distribution, and tracking of computer equipment and IT inventory, ensuring office equipment is maintained and serviced as needed.
* Support field staff with scheduling and travel coordination, ensuring itineraries, receipts, and logistics are accurately documented and communicated.
* Prepare and maintain field equipment and gear, coordinate travel accommodations, field equipment purchases, support GPS device management, and track inventory to keep field teams fully equipped.
* Coordinate office vehicle maintenance, including preventative services, repairs, claims, car washes, and rental vehicle arrangements.
* Support office safety and compliance initiatives and may serve as the Office Safety Representative (OSR).
* Promote employee engagement by supporting sustainability initiatives, community involvement efforts, and company programs such as SWCA Gives Back.
* Other administrative tasks as needed. Experience and qualifications for success

Required Qualifications *

High school diploma or GED equivalent required.
* Minimum of one year of related administrative or office support experience.
* Valid driver's license with the ability to run local errands on short notice using office vehicles when available.
* Proficiency with Microsoft Office applications, including Word,…