Senior Administrative Specialist

About the opportunity:

SWCA Environmental Consultants is seeking a dynamic Senior Administrative Specialist to support our newly established Minneapolis office and existing Bismark, ND office. This role offers a unique culture and work environment, where collaboration and innovation are key. Our teams specialize in providing comprehensive environmental consulting services, helping clients navigate complex regulatory landscapes and achieve their environmental goals. The ideal candidate is a proactive problem solver who enjoys supporting a diverse group of technical specialists and delivering a proficient level of work. This is a regular, full-time, benefits eligible position.

As a Senior Administrative Specialist, you will play a crucial role in ensuring the smooth and efficient operation of our offices. You will lead the administrative functions by managing current processes, identifying areas for improvement, and implementing efficiencies. You will also collaborate with various departments to ensure accuracy and timely processing of business transactions. Additionally, you will manage office expenses, oversee new hire onboarding, and maintain asset management, while actively supporting the needs of our growing teams. This position requires a proactive, problem-solving approach, excellent communication skills, and the ability to work independently as well as part of a team.

Our Vision (the North Star), Core Values, and Purpose: Help drive SWCA to be the best workplace and industry leader in sustainability, bringing sound science and creative solutions to global environmental challenges while maintaining a dedication to employee-ownership.

We are #OneSWCA and collaborate across all our offices, programs, and disciplines. We are #AlwaysLearning, we #NeverSettle and we #GiveBack. We are 100% employee-owned, and we build our success together. It is imperative for the successful candidate to fit SWCA's unique culture. Do you appreciate sustainability and environmental awareness? Is giving back to your community a priority? SWCA is a team of scientists, planners, technical experts, and corporate services professionals that are committed to our culture.

Our company purpose is to preserve natural and cultural resources for tomorrow while enabling projects that benefit people today. You are invited to be a part of our success story.

What you will accomplish:

Manage and improve current office functions and processes, identify and implement efficiencies, and analyze complex problems to deliver solutions.

Oversee and develop the administrative processes and support a collaborative and cohesive unit in the sub-region.

Assist with Proposal/Contract/RFP/RFQ coordination.

Manage calls, have excellent 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.

Work with corporate IT to support telecommuting technologies, coordinate with other internal stakeholders, and actively support the growing division's administrative needs.

Manage monthly office expense reporting, track expenditures, and reconcile credit card statements.

Oversee new hire onboarding, liaise with the Talent Acquisition team, support smooth employee exits with the HR Department, and manage asset management, including vehicles, equipment, and computers.

Oversee physical office locations, maintain communications with landlords and service providers, coordinate and schedule meetings and events, and arrange travel for senior management.

Regularly collaborate with SWCA's corporate office (HR, Payroll, IT, Marketing, Safety, and Accounting) in Phoenix, AZ, function as an Office Safety Representative, manage health and safety compliance tasks, and author complex documents.

Regularly check in with leadership to assess administrative needs, ensure team staffing can meet demands, manage Office Teams accounts, and prepare and process Certificates of Insurance.

Support the efficient deployment, successful project data collection, and safe return of our large and diverse field staff across our MN & ND offices.

Manage travel logistics coordination for field staff and project managers, including ongoing schedule coordination with field staff.

Coordination of project logistics with Project Managers and Directors

Takes responsibility for team safety, developing safety plans (when applicable), and anticipating potential safety hazards.

Experience and qualifications for success:

Required Qualifications:

Minimum of a high school diploma required.

Two (2) years of experience in key administrative positions with progressive growth, including direct supervision of team members, particularly in the environmental consulting field.

Must have a current and valid driver's license.

Must have own vehicle and be able to run office errands with minimal notice during business hours.

Ability to carry and lift office supplies and equipment weighing up to 40 pounds.

Outstanding, service-oriented people skills and problem-solving ability.

Demonstrated experience using independent decision-making and business judgment.

Excellent written and verbal communication skills, with the ability to represent the company externally and internally in a positive and professional manner.

Ability to work independently, be proactive, solve problems, and take initiative; but also, be highly collaborative and team-oriented.

Strong computer skills with demonstrated proficiency with Microsoft Office applications, including Word, Excel, Outlook, OneNote, and Teams, as well as time and project management software such as Deltek Vision.

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-Record's Top 200 Environmental Firms. We will encourage you to grow and develop your career with us through our technical and professional development programs and diverse career opportunities. We believe in leadership at all levels. No matter where you sit in the organization you can make a lasting impact on the projects you work on, the teams and committees you join and our business.

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 (). This contact information is for disability accommodation requests only. All other inquiries will not receive a response.

SWCA is committed to salary equity and salary transparency for all its employees. In alignment with this commitment, SWCA posts good faith pay ranges in all its advertised job postings to promote pay equity and transparency.

An employee in this Minneapolis, MN -based position can expect an hour.