Operations Administrator

About the opportunity

SWCA Environmental Consultants seeks a dynamic Operations Administrator to support our Northern/Central California offices . This position will oversee administrative and logistics staff and operations for our Northern/Central California offices (i.e., Sacramento, Half Moon Bay, San Francisco, San Luis Obispo).

Success in this role requires strong people management, relationship building, process improvement, time management, and customer service skills. Reporting to the Principal Administrative Manager of the West Region, you will directly manage administrative staff and support field and office employees in areas such as safety, logistics, employee support, property and equipment management, expense reconciliation, and vendor management.

Our offices offer a unique culture and work environment, with teams specializing in natural resources management, cultural resources management, and environmental planning (CEQA). We serve the generation, transmission, and renewable energy industries, providing services such as environmental planning and permitting cultural and water resources management, and a diversity of natural resources management activities.

This is a regular (with benefits), full-time, salaried/exempt position with in-office or hybrid options. The ideal candidate will live within commuting distance of our Half Moon Bay, CA office.

Application Deadline : Applications are reviewed on a rolling basis, and interviews may be scheduled as qualified candidates are identified. This position may close without prior notice once a strong candidate pool is established.

What you will accomplish

- Oversees reconciliation of lodging, rental vehicles, and office invoices—including utilities and internet—by implementing efficient tracking systems and collaborating with finance teams. May include unit billing.

- Manages comprehensive new hire onboarding processes, facilitates orientation sessions, and ensures consistent, high-quality integration of new employees into the team.

- Manages procurement and office administration functions and coordinates maintenance, repairs, building access security, and vendor relationships to ensure office equipment and supplies are maintained.

- Organizes and supports event and meeting planning, coordinating all logistics, materials, and resources.

- Administers employee lifecycle activities, including processing employee change forms, managing equipment returns, and liaising with Human Resources.

- Coordinates recruitment with administrative managers to support requisition processes, participate in candidate selection and interviewing, and assist in the hiring of local administrative staff. May serve as leader or supervisor for administrative and logistics staff in the office.

- Provides advanced travel and logistics support and management for specialized field equipment. Implements streamlined processes to support field and project staff with travel logistics and resource tracking.

- Acts as a key liaison with external vendors and service providers, negotiating contracts, renewing memberships and subscriptions, and managing vendor relationships. Identifies cost-effective solutions and ensures compliance with company policies and project requirements.

- Develops and oversees office safety and compliance programs, coordinating training, maintaining documentation, and managing annual audits. Proactively monitors safety policy and procedures.

- Supports sustainability and Gives Back initiatives. May gather information for sustainability reports and/or coordinate volunteer events. Serves as a local champion for environmental stewardship and community engagement.

- Follows applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.

- Performs related work as assigned.

Additional Job-Specific Responsibilities

- Oversees administrative operations across Northern/Central California offices to support consistent and effective administrative services.

- Provides direct supervision, mentorship, and performance management for administrative and logistics staff throughout the Northern/Central California subregion.

- Oversees office fleet operations across the subregion, including scheduling, regular maintenance, cleaning, required equipment, and repairs.

- Coordinates administrative support for Certificates of Insurance and related project requirements.

- Supports a positive, inclusive, and collaborative culture across subregional offices that reflects SWCA's core values and promotes employee engagement.

Minimum Qualifications

Knowledge normally obtained through post-secondary education or training; bachelor's degree preferred. Three years of relevant, progressively responsible experience. Five years of related experience, including some experience managing others, is preferred; or any equivalent combination of experience, performance, training, and/or education.

Experience and qualifications for success

- High school diploma, GED, or equivalent combination of secondary education and training.

- Three (3) years of progressively responsible administration experience.

- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).

- Prior executive administrative support to Vice President or upper management

Preferred Qualifications:

- Bachelor's degree in Business Administration, Management, Communications, or a related field.

- Five (5) years of progressively responsible administration experience.

- Experience managing an administrative team of 5 or more across several locations.

Knowledge, Skills and Experiences:

- Strong, service-oriented people skills.

- Demonstrated independent decision-making and business judgment.

- Excellent written and verbal communication skills.

- Ability to work independently and proactively, solve problems, and collaborate as part of a team.

Other Job Conditions

Applicants must possess a valid driver's license and meet SWCA's driver requirements.

Pay Range

SWCA is committed to salary equity and transparency. The expected pay range for this Half Moon Bay, CA-based position is $70,774.00 to $86,800.00 per year. Actual pay may vary based on experience, qualifications, geographic location, and other factors permitted by law. Eligible employees may also receive performance-based bonuses.

As a 100% employee-owned company, we invest in your future. Our Total Rewards package includes an Employee Stock Ownership Plan, 401(k) with profit sharing, medical, dental, and vision coverage, paid time off, wellness programs, and professional development opportunities.

Closing

If you need accommodation due to a disability, please contact [email protected] or call 1 480 581 5378. If you require assistance with the application process, please contact [email protected].

Use of Technology in Hiring

SWCA may use approved technology, including AI-assisted tools, to support parts of the application and recruiting process. All selection and hiring decisions are made by SWCA employees, and candidates are not selected or rejected by automated systems. We are committed to a fair, transparent, and human-centered hiring experience.

Candidate Use of AI

Candidates may use AI tools to help prepare application materials and interviews. However, all application materials, assessments, and interview responses must accurately reflect their own experience, skills, and qualifications. AI must not be used to fabricate experience, complete assessments on their behalf, or otherwise misrepresent their background or abilities.

Equal Opportunity Employer

SWCA Environmental Consultants is an Equal Opportunity Employer. We encourage applications from women, minorities, veterans, and individuals with disabilities. We are committed to creating an inclusive workplace where all employees can thrive.

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.

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