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Location

Scarborough, ME | United States

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Job description

About the opportunity:

SWCA Environmental Consultants is seeking an Administrative Specialist for our Portland, Maine office. This position is responsible for providing office administrative support, office reception, travel logistics coordination, document production, project and business development coordination, and serve as office safety representative. This position may also provide limited support to other offices within the subregion.

This is a regular, full-time, hourly position, but would consider regular, part-time for the right candidate. This position reports to the Office Director.

 

Because communication skills and attention to detail are critical to this position, please include a cover letter with your application to ensure full consideration for this opening.

What you will accomplish:

• Lead administrative functions in the office, including proactively developing procedures and assuring administrative support tasks are completed in the most timely and effective manner.
• Collaborate regularly with SWCA’s corporate office (HR, payroll, and accounting), other offices in the Northeast Subregion, and all levels of staff to promote SWCA’s business interests in adherence to its NorthStar and Core Values.
• Coordinate, prioritize, and complete tasks to support business activities, including word processing; report and proposal formatting; and copying, binding, and mailing a variety of reports, letters, internal documents, proposals, and budgeting and marketing materials.
• Coordinate project and travel logistics such as organizing field equipment, scheduling fleet and rental vehicles, and booking travel.
• Coordinate SWCA’s safety program at the office level including documenting procedures, filing safety related documents, ordering/stocking safety supplies and personal protective equipment (PPE), planning and tracking safety training completion.
• Champion local Gives Back events and help promote office sustainability goals.
• Provide general contract administration support to project managers which could include assisting with document management, labor and expense tracking, invoices, certificates of insurance, and related tasks.
• Coordinate new hire orientation and training.
• Ensure all office and field equipment (including fleet vehicles) is maintained, secured, and repaired as needed.
• Track and maintain association memberships.
• Function as primary point of contact with property manager and coordinate office maintenance and repairs.
• Schedule and coordinate office meetings, events, and celebrations for the office as needed.
• Complete other administrative duties as assigned, which may include but is not limited to: receiving all office guests and deliveries; answering/routing all telephone calls; ordering office and kitchen supplies; assisting with expense reports; and sorting/routing incoming mail and shipments; maintaining shipping and postage accounts.
• Always maintain strict confidentiality and professionalism.

Experience and qualifications for success:

Basic Qualifications: 

• Minimum of a High School diploma or demonstrated equivalent.
• Minimum of one (1) year of current work experience as an administrative support professional, to include: answering/routing calls, meeting scheduling, office supply ordering, office documentation, contractor coordination, etc.
• 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.
• Demonstrated proficiency with MS Office applications including Word, Excel, PowerPoint, and Outlook.
• Must have a current and valid driver’s license.
• Must be able to run office errands with minimal notice during business hours.
• Willingness to jump into various types of tasks and learn new things to support our team as needs arise.
• Experience with scheduling and meeting coordination
• Ability to write and communicate clearly.
• Strong customer service approach and problem-solving ability.
• High attention to detail and stellar time management skills.

  Preferred Qualifications: 

• Two (2) years of experience or more.
• Associate’s degree or higher in business, administration, office technology or a related field.
• Experience with additional software applications such as Adobe Acrobat Professional.
• Previous administrative assistant or related job experience in a related, project-based industry (e.g., environmental services, architecture & engineering, construction).
• Experience with Deltek Vision.
• Experience supporting and coordinating marketing related activities.

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.

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 Portland, ME based position can expect an hourly pay rate of $19.00–24.50/hour. Actual pay within this range may depend on experience, qualifications, geographic location, client requirements where applicable, and other factors permitted by law. Regular-status employees are also eligible for performance bonuses. Candidates are also encouraged to consider SWCA’s Total Rewards package, which includes a competitive Benefits package, forward-thinking workplace flexibility, outstanding corporate culture, award-winning career development, and more.

Application deadline: Our team will begin reviewing applications immediately, and interviews will be scheduled with qualified candidates on a rolling basis. The application process will remain open until we have received a robust pool of qualified candidates. Once we have identified suitable individuals, we may close the application process without prior notice. We appreciate the time and effort invested by all applicants and will carefully consider each submission.

EOE - women, minorities, individuals with disabilities, and veterans are encouraged to apply. At SWCA Environmental Consultants, we celebrate diversity and are committed to creating an inclusive work environment. We strongly encourage candidates from all backgrounds, including those with diverse experiences and veterans, to apply. We believe that a diverse and inclusive workforce enhances creativity, innovation, and overall organizational success.

SWCA continues to invest deeply in career development programs, delivering our award-winning Career Landscape support resources to accelerate the growth of our staff. We recognize the valuable skills and experiences our internal team members bring to SWCA’s continued success. Qualified internal candidates are encouraged to apply and will be seriously considered for this position. We believe in promoting from within, where possible, providing our existing employees with compelling opportunities to advance their careers.

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 [email protected] or call 1-480-581-5378. This contact information is for disability accommodation requests only. All other inquiries will not receive a response.

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Job tags

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Salary