Senior Administrative Specialist
Ventura, CA, United States
Rincon Consultants, Inc. is seeking a Senior Administrative Specialist to join our customer-first Administration team at our Ventura office! In this position, you will provide administrative support to our internal teams and interact daily with management, staff, and external contacts. We are looking for a motivated team player, who has demonstrated experience working in a fast-paced environment with a high attention to detail and discretion. This is an in-person, onsite role, Monday through Friday with a same-day trip to our Santa Barbara office every other week.
Overview of Key Duties and Responsibilities:
Provide high-touch, friendly, same-day service to internal customer needs that include the following: Act as the lead administrative support person for our Ventura office which includes coordinating and hosting monthly office events (e.g., happy hours) and fielding questions related to the operation of the site (package delivery and fulfillment)
Assist team members with reservation of office vehicles
Schedule maintenance of company vehicles, including personally dropping-off/picking-up vehicles and ensuring they are fueled and washed
Process medium volume shipping and receiving of packages and field equipment
Process mail; log incoming packages, sort mail, distribute
Answer phones, direct calls appropriately, forward voicemails, etc.
Manage and route incoming email communication
Process incoming information and update department databases
Prepare and format documents and materials using MS Word, Excel, and PowerPoint
Order supplies and equipment; submit and track inventory
Collect invoices from internal staff for processing
Data entry for various reports and forms
Scan and file documents as requested
Assist with outgoing mail and marketing campaigns
Coordinate and organize travel arrangements
Assist with event coordination, as needed
Work collaboratively with other Admin Specialists
Performs other duties and responsibilities as assigned
This Job Might Be for You If You Have The Following: High School Diploma required; Bachelor’s degree preferred
Minimum of 3 years of experience, office related preferred
Previous experience providing support in an administrative role
Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams, SharePoint, PowerPoint)
Exceptional customer service skills
Ability to work independently and with all levels of employees and external contacts
High attention to detail and accuracy
Excellent interpersonal, verbal, and written communication skills
Ability to manage multiple projects, deadlines, priorities, and teams
Excellent organization and time management skills
Friendly, dependable, and flexible
High degree of personal integrity and the ability to handle confidential information and tasks
Reliable transportation and valid driver’s license required
Rincon Consultants, Inc. is an award-winning leader in providing quality environmental consulting services throughout California and is recognized as a ‘Best Environmental Services Firm to Work For’ by the Zweig Group. We partner with clients in sectors such as transportation, energy and infrastructure, sustainability, climate change, oil and gas, water, commercial, private development, and government. Our 400+ associates in 13 offices located in Northern, Central and Southern California are dedicated professionals who combine their passion with our purpose.
The base salary range for this full-time position is $25.00-$31.00 per hour, plus benefits and bonus. At Rincon, our salary ranges are based on market median of similar jobs, according to third party salary benchmark surveys. The base pay that is actually offered will take into account internal equity and also may vary depending on the candidate’s job-related knowledge, skills, and experience.
We are proud to offer a comprehensive Total Rewards Package, providing our valued employees with many benefits to enhance their well-being and financial security. Our health benefits include a range of options such as HMO, PPO, HDHP, and Health Savings Account choices, ensuring you have the flexibility to select the plan that best suits your needs.
Additionally, you can enjoy peace of mind with employer-paid life and long-term disability insurance, as well as dental, vision, and prescription drug coverage. We prioritize your well-being by offering three weeks of vacation accrual in the first year, paid sick leave, and paid holidays, ensuring you have ample time off to rejuvenate. Planning for your future is made easier through our 401(k) / Profit Sharing Retirement Plan and bonus opportunities.
Beyond the essentials, Rincon recognizes the importance of personal and professional growth, that's why we provide opportunities for professional development and mentoring. Our commitment extends to the community through Volunteer Pay for a Day, reinforcing the values of social responsibility. Moreover, we go the extra mile with additional perks like Flexible Spending & Dependent Care, Supplemental life insurance, Legal Shield, Identity Protection, Pet Insurance, and much more. Check out more details on our Rincon Consultants webpage here !
Rincon Consultants, Inc does not accept unsolicited applicant/candidate resumes from search firm recruiters and/or temporary agencies that do not have a signed contract and specified work order with Rincon Consultants. Further, such resumes received will be deemed the sole property of Rincon Consultants and no fees will be paid in the event Rincon Consultants subsequently hires such individual. Rincon Consultants is an equal opportunity employer. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
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