Administrative Specialist

at  Rincon Consultants Inc

Rincon Consultants, Inc. is seeking an Administrative Specialist to join our customer-first Administration team! In this position, you will provide administrative support to our internal teams and interact daily with management, staff, and external contacts. We are looking for a motivated team player, who has demonstrated experience working in a fast-paced environment with a high attention to detail and discretion. This position will be based onsite at our Ventura office, with occasional onsite work at our Santa Barbara office.

Overview of Key Responsibilities:

• Assist employees with reservation of office vehicles
• Schedule maintenance of company vehicles, including personally dropping-off/picking-up vehicles and ensuring they are fueled and washed
• Process medium volume shipping and receiving of packages and field equipment
• Process mail; log incoming packages, sort mail, distribute
• Answer phones, direct calls appropriately, forward voicemails, etc.
• Manage and route incoming email communication
• Process incoming information and update department databases
• Prepare and format documents and materials using MS Word, Excel, and PowerPoint
• Order supplies and equipment; submit and track inventory
• Collect invoices from internal staff for processing
• Data entry for various reports and forms
• Scan and file documents as requested
• Assist with outgoing mail and marketing campaigns
• Coordinate and organize travel arrangements
• Assist with event coordination as needed
• Work collaboratively with other Admin Specialists
• Performs other duties and responsibilities as assigned

This Job Might Be For You If You Have The Following:

• High School Diploma required; Bachelor’s degree preferred
• Minimum of 2 years of experience, office related preferred
• Previous experience providing support in an administrative role
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams, SharePoint, PowerPoint)
• Exceptional customer service skills
• Ability to work independently and with all levels of employees and external contacts
• High attention to detail and accuracy
• Excellent interpersonal, verbal, and written communication skills
• Ability to manage multiple projects, deadlines, priorities, and teams
• Excellent organization and time management skills
• Friendly, dependable, and flexible
• High degree of personal integrity and the ability to handle confidential information and tasks
• Reliable transportation and valid driver’s license required

Rincon Consultants, Inc. is an award-winning leader in providing quality environmental consulting services throughout California and is recognized as a ‘Best Environmental Services Firm to Work For’ by the Zweig Group. We partner with clients in sectors such as transportation, energy and infrastructure, sustainability, climate change, oil and gas, water, commercial, private development, and government. Our 400+ associates in 13 offices located in Northern, Central and Southern California are dedicated professionals who combine their passion with our purpose.
The base salary range for this full-time position is $20.00-$24.00, plus benefits and a generous bonus program. At Rincon, our salary ranges are based on market median of similar jobs, according to third party salary benchmark surveys. The base pay that is actually offered will take into account internal equity and also may vary depending on the candidate’s job-related knowledge, skills, and experience.
We are proud to offer a comprehensive Total Rewards Package, providing our valued employees with many benefits to enhance their well-being and financial security. Our health benefits include a range of options such as HMO, PPO, HDHP, and Health Savings Account choices, ensuring you have the flexibility to select the plan that best suits your needs.
Additionally, you can enjoy peace of mind with employer-paid life and long-term disability insurance, as well as dental, vision, and prescription drug coverage. We prioritize your well-being by offering three weeks of vacation accrual in the first year, paid sick leave, and paid holidays, ensuring you have ample time off to rejuvenate. Planning for your future is made easier through our 401(k) / Profit Sharing Retirement Plan and bonus opportunities.
Beyond the essentials, Rincon recognizes the importance of personal and professional growth, that’s why we provide opportunities for professional development and mentoring. Our commitment extends to the community through Volunteer Pay for a Day, reinforcing the values of social responsibility. Moreover, we go the extra mile with additional perks like Flexible Spending & Dependent Care, Supplemental life insurance, Legal Shield, Identity Protection, Pet Insurance, and much more. Check out more details on our Rincon Consultants webpage here!
Rincon Consultants, Inc does not accept unsolicited applicant/candidate resumes from search firm recruiters and/or temporary agencies that do not have a signed contract and specified work order with Rincon Consultants. Further, such resumes received will be deemed the sole property of Rincon Consultants and no fees will be paid in the event Rincon Consultants subsequently hires such individual. Rincon Consultants is an equal opportunity employer. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
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• Assist employees with reservation of office vehicles
• Schedule maintenance of company vehicles, including personally dropping-off/picking-up vehicles and ensuring they are fueled and washed
• Process medium volume shipping and receiving of packages and field equipment
• Process mail; log incoming packages, sort mail, distribute
• Answer phones, direct calls appropriately, forward voicemails, etc.
• Manage and route incoming email communication
• Process incoming information and update department databases
• Prepare and format documents and materials using MS Word, Excel, and PowerPoint
• Order supplies and equipment; submit and track inventory
• Collect invoices from internal staff for processing
• Data entry for various reports and forms
• Scan and file documents as requested
• Assist with outgoing mail and marketing campaigns
• Coordinate and organize travel arrangements
• Assist with event coordination as needed
• Work collaboratively with other Admin Specialists
• Performs other duties and responsibilities as assigne