Administrative Specialist
Santa Barbara, CA  / Ventura, CA 
Posted 25 days ago
Job Description

Looking for a place to start your career? A place where you can support industry-recognized professionals who are solving tough environmental problems? Geosyntec is the place for you! We have an opportunity available for Administrative Specialist in our Ventura or Santa Barbara California office. The position plays a critical role in providing an excellent professional "first impression" in greeting clients and visitors. Primary responsibilities include answering phones, processing incoming/outgoing mail, inventory/ordering supplies, scheduling appointments, and assisting with administrative tasks. This position requires strong attention to detail and the ability to engage clients and staff over the phone, email, instant messaging tools, and in-person; shipping and receiving of essential mail, equipment, and tools; scheduling travel for clients and staff; organizing and executing on and off-site social events for clients and staff; and general assistance with office administrative needs.

Our clients ask us to address their new ventures and most challenging problems involving the environment, natural resources, and civil infrastructure. Ranked by ENR in the top 20 design firms for the environment, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service. Learn more by visiting


Is this the right position to help you achieve your professional goals? Some of the key responsibilities for the position include:

  • Support Branch staff and Manager with Branch administrative tasks.
  • Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.
  • Act as liaison with travel and car rental agencies as needed.
  • Assist with coordination of on- and off-site employee functions and events.
  • Type and layout general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar, and format consistency, making appropriate changes.
  • Organize and prioritize office information, incoming calls, and requests; create logs and databases as appropriate to manage these data.
  • Word process and assemble proposals and reports to meet project deadlines; coordinate and assist with reproduction needs, and other project-related duties.
  • Assist in processing staff timesheets, expense reports, subcontractor and vendor invoices, etc., as needed.
  • Maintain Branch client and marketing databases, as applicable.
  • Maintain office supplies, office furniture, and equipment inventory and maintenance including coordination with corporate IT functions.
  • Place service calls for all branch equipment repair and maintenance.
  • Manage and inventory the office's off-site file and document storage, copier repair services
  • Act as point of contact for vendors for office and field supplies; retain copies of agreements with vendors.
  • Act as liaison between branch personnel and property management firm for maintenance of office space.
  • Receive and respond to requests for assistance from Branch and Corporate Managers and staff and respond accordingly.
  • Assist Manager with training new support staff.
  • Assist with receptionist duties as needed.
  • Run routine errands when needed.
  • Assist with local Branch business errands as needed; and
  • Perform other administrative functions, as required.


  • High School diploma or General Education Degree (GED). (required)


  • At least 2 years of administrative/office experience to include effective working knowledge and skills with office procedures, terminology, and office equipment and computers in a Windows environment; or any equivalent combination of education, experience and training that provides the required knowledge, skills, and abilities to perform the essential functions of the job. (required)
  • Accurate typing skills of a minimum of 40 to 50 wpm. (required)
  • Must be organized and able to multitask. (required)
  • Availability to work overtime on short notice as required by project demands. (required)
  • Valid U.S. driver's license and a satisfactory driving record for business travel. (required)


Geosyntec strives to hire and retain the best and brightest people in their fields. We look for exceptional interpersonal skills, communication skills, and problem-solving abilities, plus a passion for excellence and quality.

Geosyntec is a great place to build a career. If you're looking for an exciting place to work, a place with challenging and rewarding assignments, and a place that has been nationally recognized for its employees' quality of life, technical expertise, and business success, then Geosyntec may be the place for you. You can learn more about careers and employment at Geosyntec by visiting

We are proud to offer our employees a highly competitive benefits package. Learn more by visiting

Below are the potential compensation ranges that we in good faith believe are applicable for this role at the time of this posting and are only applicable for jobs to be performed in the specified California locations below. The typical base salary range for this position is just one component of Geosyntec's total compensation package for employees. Based on state and federal requirements, this position may be hourly and overtime-eligible or salaried eligible for straight-time overtime. Actual compensation will be determined based on education, experience, skill set and location.

  • Minimum Wage: $19.43/hourly / Maximum Wage: $30.86 (Santa Barbara)

We offer a comprehensive benefits package including, paid holidays, vacation, sick, and personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible employees.

Equal Opportunity and Affirmative Action Employer including minorities, females, protected veterans, individuals with disabilities, sexual orientation, and gender identity.


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
2+ years
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