Senior Administrative Specialist

Ventura, CA, United States

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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

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)

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. is an equal opportunity and affirmative action employer that considers qualified applicants for employment without regard to race, religious belief, color, sex, pregnancy, childbirth or related medical conditions, age, national origin, ancestry, sexual orientation, gender identification, gender expression, physical or mental disability, medical condition, genetic characteristics, family care, marital status, military and veteran or qualified disabled veteran status, or any other classification protected by law. Rincon Consultants, Inc. participates in the U.S. Department of Homeland Security’s E-Verify Program to ensure that all employees hired are legally able to work in the United States.

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