Office Administrator Part Time

Bowyer Environmental Consulting, Inc. (BEC) is seeking an energetic, organized, and experienced Business Office Administrator who will serve both our Long Beach and Mission Viejo offices, working out of our Long Beach office. The ideal candidate will be a self-starter who thrives in and facilitates a fast-paced, multi-tasking environment. Candidate will value productivity and efficiency balanced with utmost quality, and take pride in flawlessly executing multiple tasks simultaneously. Ability to manage and capitalize on change is essential.

OFFICE ADMINISTRATIVE DUTIES

• Maintain and promote company policies.
• Set up and help drive scheduling using Microsoft Outlook Calendars, including monitoring calendars and events and anticipating meeting requirements for owners, professional staff, clients and vendors.
• Create meeting agendas, meeting minutes, and action item lists.
• Respond to owners and staff needs in a timely and effective manner.
• Anticipate administrative needs and develop new tools and methods to address those needs.
• Assist in the flow of information between management, staff to facilitate monthly invoicing and payment of vendors, as necessary. Knowledge of QuickBooks is essential.
• Coordinate IT with outside vendor support and manage company passwords for LastPass.
• Website and company LinkedIn site management. Facilitate the addition of news and content.
• Coordinate incoming and outgoing deliveries and send packages, including Federal Express Shipments, domestic & international, as needed.
• Assist with office meetings and event planning, including ordering food, set-up and clean-up of events.
• Place maintenance and service calls for office equipment.
• Maintaining archived documents, which includes transferring files to storage.’
• Track, and schedule employee training and certifications.
• Assist organization and coordination of office space and storage spaces.
• Ensure that office supplies and snacks are ordered and maintained.
• Maintain all area of the office, as needed. coordinate janitorial and waste disposal/recycling.
• Phone coverage, as needed.
• Assist staff with miscellaneous tasks, i.e. drafting proposals, letters or meeting notes, scanning and printing drawings, filing paperwork and drawings, etc.

SKILLS

• Create a great first impression and interface in a professional and positive manner while greeting client and vendors both in person and over the phone.
• Reliable and punctual.
• Collaborative personality, work as a teammate in order to further the entire organization.
• Strong organizational and administrative skills with the ability to anticipate, improvise, multi-task and adapt for optimal resolutions.
• Availability to work from 8:00 AM to 5:00 PM, Monday through Friday.
• Computer proficiency, especially with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint Teams) and PDF software. Knowledge of or ability to learn QuickBooks, SEO, BigTime, and LastPass is a plus.
• Copywriting and editing skills are a plus.
• Excellent customer service skills.
• The ability to work well under pressure, deal with difficult situations and/or people, take initiative, demonstrate organizational and detail-oriented skills and juggle multiple responsibilities in a deadline-driven environment.
• A professional, positive, proactive attitude, high-energy level, flexibility, dependability and willingness to learn new skills and be a team player.
• Problem solving skills.

EDUCATION AND EXPERIENCE

• At least two years of professional experience operating in an administrative office support/receptionist capacity with demonstrated skill to support a business effectively. Previous marketing support experience is a plus.
• A High School Diploma in addition to some higher education and/or work experience equivalent.
• Previous experience working in an engineering or architecture firm is strongly preferred.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

BEC is an Equal Employment Opportunity / Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.