Job description
Job Type
Full-time
Description
HELIX Environmental Planning, Inc. (HELIX), a growing employee-owned, California-based environmental consulting and planning firm, is seeking an experienced, collaborative, and proactive full-time
Senior Administrative Coordinator to join to join our administrative team in our San Diego County headquarters office located in La Mesa, California. HELIX provides CEQA/NEPA, biological, cultural resource management, habitat restoration, regulatory permitting, environmental compliance monitoring, acoustics and noise control, GIS, and air quality and greenhouse gas services to both the public and private sectors.
Why work for HELIX? We are an employee-owned firm, hard-working with a casual and collaborative work environment. HELIX placed in the top three for environmental consulting firms and in the top ten for firms in our size range (100 to 199 employees) nationwide in the ZweigWhite “Best Firms to Work For” survey. Our employees describe us as Caring, Team-oriented, Focused on Integrity, and Flexible. In addition to our competitive benefits package, we offer award-winning health and wellness programs, professional development and training opportunities, performance rewards and recognition, company-sponsored functions, networking events, and much more! We are excited to meet you!
HELIX offers a competitive benefits package, that includes:
- Medical Coverage
- Dental Coverage
- Vision Coverage
- Life Insurance
- Personal Time Off
- Bonus Program
- ESOP participation
- 401K participation
Job Responsibilities for Senior Administrative Coordinator:
Under the general supervision of the Facilities Manager, the Senior Administrative Coordinator will be responsible for handling a wide variety of general office and administrative support duties, daily operational and support tasks, and other duties and special projects as assigned. The Senior Administrative Coordinator will be responsible for leading the work of the administrative assistant and receptionist. The ideal candidate will be resourceful, organized and have the confidence and initiative to provide support in a fast-paced environment. They must be a great communicator, highly organized and able to create an organized and easy-to-follow system for others, with the ability to handle multiple tasks and duties simultaneously. This person will be independently motivated, with the ability to take on tasks and duties without immediate direction. This is a full-time, in office position (remote work not available).
Specific responsibilities include:
- Establish processes for the administrative team and oversee the day-to-day administrative functions
- Responsible for the daily direction to administrative support staff, including but not limited to:
- General office assistance
- Mailers
- Managing office supply inventory
- Database entry (Deltek VantagePoint)
- Assist the Facilities Manager in the design and set up of new office locations
- Responsible for managing the set up and organization of new employee workstations and offices
- Work directly with the Facilities Manager and Administrative staff to manage and organize company social events and activities
- Oversee the administrative staff to ensure that conference rooms and meeting spaces are prepared for use, including ordering company lunches/breakfasts, as necessary
- Assist with fleet maintenance and management
- Work with accounting, administration and purchasing departments for receipt tracking and billing items
- Provide backup support to perform clerical duties, such as filing, faxing, answering phone calls, and responding to emails
- Responsible for ensuring that common areas and client facing areas are clean and organized daily at the La Mesa Office Headquarters
- Other duties as required
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.
PM21
#AdministrativeAssistant #OfficeManagement #Administrative
Requirements
Minimum Requirements for Senior Administrative Coordinator:
- High School diploma or GED
- Minimum of 6 years of experience as an Administrative Coordinator/Assistant or similar
- Experience supervising or leading administrative support staff
- High level of experience with productivity tools, including the full Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)
- Proficient to High level of experience with Adobe DC
- Proficient level of experience with SharePoint
- Proficient experience with office equipment, such as fax machines, copy machines, and phone systems
- Experience with data entry and database use
- Physically able to lift up to 25lbs
- Valid CA state driver’s license with a clean driving record over the last 3 years
Additional Qualifications Considered a Plus:
- Experience with ERP or Accounting software
- Experience with Deltek Vantagepoint
- Experience in the Environmental Consulting industry
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