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Posted 9 days ago

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Administrative Specialist I

San Luis ObispoOn-siteFull-time

AI Summary

Provides day-to-day administrative and operational support to the Padre Associates San Luis Obispo office, including vehicle tracking, project file maintenance, scheduling, mail processing, billing support, and onboarding logistics.

About this role

Padre Associates: Your Partner in Environmental and Geoenvironmental Solutions

Padre Associates is a leading environmental science and geoenvironmental consulting firm, providing innovative solutions to complex environmental challenges. Established in 1996, Padre offers a comprehensive range of services, including environmental sciences, geoenvironmental services, and geotechnical/civil engineering.


Why Choose Padre Associates?

Whether you're facing intricate regulatory hurdles or require expert oversight for natural resource projects, Padre Associates provides the consulting and contracting services you need. They are dedicated to helping clients navigate and resolve their most demanding environmental issues with precision and expertise.


Key Capabilities:

Environmental Sciences: Specializing in natural resource management and compliance.
Geoenvironmental Services: Addressing geological and environmental concerns with integrated solutions.
Geotechnical/Civil Engineering: Delivering sound engineering practices for environmental projects.
Partner with Padre Associates to ensure your projects are environmentally sound and responsibly managed.

Administrative Specialist I
San Luis Obispo, CA | Part-time Regular (up to 24 hours per week)

The Administrative Specialist provides day-to-day administrative and operational support to the Padre Associates San Luis Obispo office. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced, deadline-driven environment.

About the Role

  • Provide day-to-day general administrative support to project managers, project staff, and field staff.
  • Track office vehicles for oil changes, general maintenance and repairs.
  • Maintain project files, records, and document control systems in accordance with company and regulatory retention requirements.
  • Coordinate scheduling for meetings, site visits, and field crew logistics.
  • Process incoming and outgoing mail.
  • Process equipment records, invoices, and purchase orders; support project billing and budget tracking.
  • Track and maintain team certifications, licenses, and required compliance training records.
  • Assist with proposal preparation, formatting, and submission coordination.
  • Serve as a point of contact for client and vendor inquiries, routing to the appropriate team member as needed.
  • Order and maintain office and field supplies, safety equipment, and personal protective equipment (PPE) inventories.
  • Support onboarding logistics for new team members, including equipment, system access, and orientation scheduling.
  • Maintain organized digital and physical filing systems for permits, reports, and regulatory submittals.
  • Assist with data entry and quality checks for environmental databases and project tracking systems.
  • Maintain communication with the building landlord regarding building maintenance issues.
  • Perform other administrative duties as assigned.

    • About You

  • High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
  • Two or more years of administrative or office support experience, preferably in engineering, environmental consulting, or another professional services environment.
  • Experience with document control or project coordination is a plus.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); familiarity with SharePoint or similar document management systems
  • Strong written and verbal communication skills
  • Excellent organizational skills and attention to detail
  • Ability to manage multiple priorities and deadlines in a fast-paced environment.
  • Sound judgment and discretion in handling confidential and proprietary information

    • Skills

    BillingBudget TrackingData EntryDocument ControlEnvironmental DatabasesExcelInvoice ProcessingMicrosoft OutlookMicrosoft WordPermitsPowerPointProject CoordinationProject Tracking SystemsPurchase OrdersRegulatory RetentionRegulatory SubmittalsReportsSharePoint

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