Front Desk Administrative Assistant

HELIX Environmental Planning (HELIX) – a growing employee-owned, California-based environmental consulting firm is seeking a detail-oriented and proactive Front Desk Administrative Assistant to support our San Diego County office. This role reports directly to the Facilities Manager and works closely with the Senior Administrative Coordinator to ensure smooth day-to-day operations. The ideal candidate should demonstrate experience in various computer software programs including Word, Excel, Outlook, and Adobe Acrobat.

Established in 1991, HELIX helps public and private clients comply with environmental laws and regulations, manage natural and cultural resources, and design and construct sustainable projects.

Why work at HELIX?

• Employee-owned since 2004
• Offers a hybrid work schedule with flexibility of working in-office and remotely
• Invested in professional growth and employee development and training
• Recognized for our workplace practices, employee wellness programs, and community contributions
• Named as one of the top two environmental firms nationwide in the 2023 Best Firms to Work For by Zweig Group

HELIX also offers a competitive benefits package that includes:

• Robust Health Coverage (Medical, Dental, Vision) for employee and dependents
• Life/Long Term Disability Insurance
• Accrual of Paid Personal Time Off
• Bonus Program
• Wellness Program
• Employee Stock Ownership Plan participation
• 401K participation with employer contributions

Front Desk Administrative Assistant Duties:

The Front Desk Administrative Assistant will work with the Senior Administrative Coordinator on all day-to-day operational tasks which include, but are not limited, to:

• Managing the HELIX Purchasing App
• Travel transactions and coordination
• Backup and assist with project related purchasing
• Call handling for incoming calls
• Distribute all company mail and Faxes
• Maintain common areas with the Sr. Administrative Coordinator
• Assist with facility maintenance and service vendors
• New project network folder set up
• Handle, prepare and manage all outgoing shipments, overnights, mailers and couriers
• Manage PPE and New Employee Kit Setups and Shipping
• Manage supply inventory
• Responsible for working with the Sr. Administrative Coordinator to ensure that common areas and client-facing areas are clean and organized daily at the La Mesa Office Headquarters.
• Fleet management
• Work with Department Managers and Facilities Managers to organize Company Breakfast and Lunches
• Work directly with the Facilities Manager and Administrative Staff and associated Committees to manage and organize company events.
• Provide data entry support to Accounting, Project Accountants and other departments
• Other general administrative functions in support of the Facilities Manager, Accounting, Controller and other departments
• This position will also include out-of-the-office facilities errands and transportation is required.

Hourly wages will be based on qualifications and/or experience. Expected starting pay range of $22 to $27 per hour.

HELIX is an equal opportunity employer that is committed to diversity and an inclusive work environment. We encourage all qualified applicants to apply regardless of gender, race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, disability, age, genetic information (including family medical history), political affiliation, military service or veteran status. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs.

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Requirements:

Minimum Requirements

• High School Diploma or GED
• 2 years of experience as an administrative or office assistant in a professional office environment
• Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and Teams
• Proficiency using FedEx, Postage Machine, and other mailing tools
• Proficiency with Acrobat Adobe
• Proficiency in call handling
• Transportation and a valid California Driver's License with a clean driving record
• Physically able to lift, push & pull up to 25lbs

Additional Skills Considered a plus

• Experience with Deltek Vantagepoint Software
• Experience with GoTo Phone System
• Experience in the Construction or A/E/C Industry