The posting
About the opportunity
SWCA Environmental Consultants seeks a dynamic Operations Administrator to support our Northern/Central California offices. This position will oversee administrative and logistics staff and operations for our Northern/Central California offices (i.e., Sacramento, Half Moon Bay, San Francisco, San Luis Obispo).
Success in this role requires strong people management, relationship building, process improvement, time management, and customer service skills. Reporting to the Principal Administrative Manager of the West Region, you will directly manage administrative staff and support field and office employees in areas such as safety, logistics, employee support, property and equipment management, expense reconciliation, and vendor management.
Our offices offer a unique culture and work environment, with teams specializing in natural resources management, cultural resources management, and environmental planning (CEQA). We serve the generation, transmission, and renewable energy industries, providing services such as environmental planning and permitting cultural and water resources management, and a diversity of natural resources management activities.
This is a regular (with benefits), full-time, salaried/exempt position with in-office or hybrid options. The ideal candidate will live within commuting distance of our Half Moon Bay, CA office.
Application Deadline: Applications are reviewed on a rolling basis, and interviews may be scheduled as qualified candidates are identified. This position may close without prior notice once a strong candidate pool is established.
What you will accomplish
- Oversees reconciliation of lodging, rental vehicles, and office invoices—including utilities and internet—by implementing efficient tracking systems and collaborating with finance teams. May include unit billing.
- Manages comprehensive new hire onboarding processes, facilitates orientation sessions, and ensures consistent, high-quality integration of new employees into the team.
- Manages procurement and office administration functions and coordinates maintenance, repairs, building access security, and vendor relationships to ensure office equipment and supplies are maintained.
- Organizes and supports event and meeting planning, coordinating all logistics, materials, and resources.
- Administers employee lifecycle activities, including processing employee change forms, managing equipment returns, and liaising with Human Resources.
- Coordinates recruitment with administrative managers to support requisition processes, participate in candidate selection and interviewing, and assist in the hiring of local administrative staff. May serve as leader or supervisor for administrative and logistics staff in the office.
- Provides advanced travel and logistics support and management for specialized field equipment. Implements streamlined processes to support field and project staff with travel logistics and resource tracking.
- Acts as a key liaison with external vendors and service providers, negotiating contracts, renewing memberships and subscriptions, and managing vendor relationships. Identifies cost-effective solutions and ensures compliance with company policies and project requirements.
- Develops and oversees office safety and compliance programs, coordinating training, maintaining documentation, and managing annual audits. Proactively monitors safety policy and procedures.
- Supports sustainability and Gives Back initiatives. May gather information for sustainability reports and/or coordinate volunteer events. Serves as a local champion for environmental stewardship and community engagement.
- Follows applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.
- Performs related work as assigned.
Additional Job-Specific Responsibilities
- Oversees administrative operations across Northern/Central California offices to support consistent and effective administrative services.
- Provides direct supervision, mentorship, and performance management for administrative and logistics staff throughout the Northern/Central California subregion.
- Oversees office fleet operations across the subregion, including scheduling, regular maintenance, cleaning, required equipment, and repairs.
- Coordinates administrative support for Certificates of Insurance and related project requirements.
- Supports a positive, inclusive, and collaborative culture across subregional offices that reflects SWCA's core values and promotes employee engagement.
Experience and qualifications for success
- High school diploma, GED, or equivalent combination of secondary education and training.
- Three (3) years of progressively responsible administration experience.
- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
- Prior executive administrative support to Vice President or upper management
Preferred Qualifications:
- Bachelor's degree in Business Administration, Management, Communications, or a related field.
- Five (5) years of progressively responsible administration experience.
- Experience managing an administrative team of 5 or more across several locations.
Knowledge, Skills and Experiences:
- Strong, service-oriented people skills.
- Demonstrated independent decision-making and business judgment.
- Excellent written and verbal communication skills.
- Ability to work independently and proactively, solve problems, and collaborate as part of a team.
