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Administrative Specialist

Company: SWCA Environmental Consultants
Location: Albuquerque
Posted on: November 22, 2021

Job Description:

About the opportunity: We are seeking an Administrative Specialist for our Albuquerque, NM office and New Mexico/Four Corners subregion. This position is responsible for providing office administrative support, office reception, travel logistics coordination, document production, project and business development coordination, and serve as office safety representative. This is a full-time, hourly position reporting to the New Mexico/Four Corners Vice President. Pay will be based on individual qualifications and experience. Because communication skills and attention to detail are critical to this position, please include a cover letter with your application so that you receive full consideration for this opening. What you will accomplish:

  • Lead administrative functions in the office, including proactively developing procedures and assuring administrative support tasks are completed in the most timely and effective manner;
  • Coordinate project and travel logistics such as organizing field equipment, scheduling fleet and rental vehicles, and booking travel;
  • Coordinate SWCAs safety program at the office level;
  • Coordinate, prioritize, and complete tasks to support business activities, including word processing, report and proposal formatting, copying, binding, and mailing a variety of reports, letters, internal documents, proposals, and budgeting and marketing material;
  • Provide general contract administration support to project managers which includes: assist with document management, labor and expense tracking, invoices, certificates of insurance, and related tasks;
  • Management of office account/credit, vendors, field house and accounts, and truck/equipment billings;
  • Audit project invoicing, billing, and overall project/portfolio performance;
  • Assist with new hire orientation and deployment, health and safety compliance, and management of project records, file organization, and document archiving;
  • Oversee facility maintenance, repairs, and service contracts (e.g., copier repair services); and ensure all office equipment is functioning properly, and is repaired when needed;
  • Schedule and support meetings and events for the office as needed;
  • Oversee subcontractor and vendor invoice processing (all accounting done in corporate office);
  • Other administrative duties as assigned, which include but is not limited to, receiving all office guests and deliveries; answering/routing all telephone calls; ordering office and kitchen supplies; assisting with expenses reports; and sorting/routing incoming mail and shipments;
  • Collaborate regularly with SWCAs corporate office (HR, payroll, and accounting), other offices in the Rockies Region, and all levels of staff in both natural and cultural resources to promote SWCAs business interests in adherence to its mission, vision, and values. Experience and qualifications for success: REQUIRED
    • Minimum of a High School diploma or equivalent.
    • Minimum of two (2) years of current work experience as an administrative support professional
    • Demonstrated proficiency in Microsoft Word, Excel and Power Point (preferably Version 2010) and other software applications such as Adobe Acrobat Professional
    • Results driven professional with high attention to detail and time management skills.
    • Ability to maintain strict confidentiality and professionalism at all times.
    • Strong multi-tasking skills and ability to produce results; must be able to successfully organize and prioritize work under tight deadlines and changing circumstances.
    • Ability to work independently, be proactive, solve practical problems, and take initiative while also being a team player who is willing to make contributions both locally and companywide.
    • Excellent phone, communication, multi-tasking and interpersonal skills with the ability to represent the company in a professional manner and meet tight deadlines in a fast-paced environment PREFERRED or HELPFUL
      • Associates degree or higher in business, administration, office technology or a related field required
      • Previous administrative assistant or related job experience in a related, project-based industry (e.g., environmental services, architecture & engineering, construction)
      • Experience with Deltek Vision
      • Eagerness to learn while being receptive to feedback.
      • Experience supporting and coordinating marketing related activities is a plus 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-Records 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 1- . This contact information is for disability accommodation requests only. All other inquiries will not receive a response. SWCA operates in compliance with all federal, state, and local COVID-19 safety protocols and vaccination requirements. As such, employment at SWCA is contingent upon providing proof of vaccination against COVID-19 or being granted an approved vaccination exemption before starting at SWCA. EOE - women, minorities, individuals with disabilities and veterans are encouraged to apply. #ind-swca

Keywords: SWCA Environmental Consultants, Albuquerque , Administrative Specialist, Administration, Clerical , Albuquerque, New Mexico

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