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Senior Administrative/Logistics Coordinator

2 months ago

Tucson, Arizona, United States SWCA Environmental Consultants Full time
About the Opportunity

We are seeking a highly organized and detail-oriented Senior Administrative/Logistics Specialist to join our team at SWCA Environmental Consultants. As a key member of our Southern Arizona team, you will provide administrative support and logistics coordination to ensure the smooth operation of our field staff and office.

Key Responsibilities
  • Logistics Coordination:
    • Manage field logistics for Southern Arizona staff, including coordinating with project/task managers regarding fieldwork needs; scheduling staff for fieldwork; arranging vehicles, equipment, and supplies for field staff; and collecting vehicle inspection logs and expense receipts.
    • Serve as the Office Safety Representative and manage health and safety compliance tasks, scheduling training courses, and monthly reporting.
    • Manage assets/inventory, maintenance, organization, and billing of field data and safety equipment, including technology asset management (e.g., field tablets and GPS equipment).
    • Organize safety gear, securing travel, outgoing and incoming forms and data, tracking expenditures and reconciling billing.
    • Procuring Certificates of Insurance to meet contract requirements as needed.
    • Manage fleet of company-owned and rental vehicles (including drop off and pick-ups), and coordinating vehicle maintenance and repairs as needed.
    • Provide project and proposal support as needed, which may include desktop research, data entry, and natural resources field work.
  • Administrative Responsibilities:
    • Administrative tasks such as office supply orders, mail/FedEx, picking up groceries/errands, maintaining break room, document production, and other office-related tasks.
    • Coordinate both onsite and offsite meetings, conferences, and community volunteer events.
    • Host virtual meetings (via Teams or Zoom) for the Southern Arizona team.
    • Onboard new employees and offer on-site orientation.
    • Setup desks for new hires with monitor, laptop, keyboard and mouse. Coordinate shipping and receiving of equipment.
    • Manage office equipment, vendors and act as a point of contact with property ownership.
    • Collaborate with corporate departments as directed.
Requirements
  • Minimum of a High school diploma (or GED equivalent) required.
  • Minimum of two (2) years of experience in environmental consulting, natural resources management, office management, logistics, or administrative assistance experience.
  • Demonstrated proficiency in MS office applications including Word, Excel, Teams, and Power Point (preferably Version 2010) and other common software applications such as Adobe Acrobat Professional.
  • Proficiency in Zoom and MS Teams video meeting platforms, or a strong willingness to learn this skill.
  • Current and valid driver's license, with the ability to drive multiple types of vehicles, including trucks and 4x4's.
  • Ability to lift up to 30 lbs.
Preferred Qualifications
  • Experience working for an environmental consulting, engineering, or construction firm.
  • Experience with Deltek Vision or other CRM software, SharePoint, and Smartsheet.
  • Three (3) or more years of experience in environmental consulting, natural resources management, office management, logistics, or administrative assistance experience.
  • Bachelor's (B.A. or B.S.) degree in business, accounting, Natural Resource Management, Biology, Environmental Studies, or related discipline.