Administrative Specialist in San Luis Obispo, California at Rincon Consultants, Inc

About Us
We are an award-winning California-based environmental consulting firm with 550+ professionals and more than 30 years of diverse experience serving clients in transportation, energy, water, infrastructure, private development, and government sectors. Our mission is to deliver practical, science-based environmental and planning solutions that support communities, infrastructure, and natural systems.

As a people-centric organization, we value collaboration, fairness, and transparency, and are committed to fostering a workplace that supports both personal and professional growth while offering robust career opportunities. We are especially proud of our recent Great Place To Work® certification, which reflects an independent assessment of our culture and our team-member experiences.

About The Role
Rincon Consultants, Inc. is seeking a full-time Administrative Specialist to join our customer-first Administration team in our relocated downtown San Luis Obispo, CA office.

This role is ideal for a dependable, detail-oriented, and customer-centric professional who enjoys supporting teams, keeping operations organized, and creating a positive experience for employees, visitors, and external contacts. The Administrative Specialist will provide day-to-day administrative support to internal teams and interact regularly with management, staff, vendors, and other business partners.

We are looking for a motivated team player who thrives in a fast-paced office environment, demonstrates excellent follow-through, and handles confidential information with discretion and professionalism.

How We Collaborate
This role is fully on-site in our San Luis Obispo office.

What You’ll Do

• The Administrative Specialist will help ensure the smooth daily operation of the office by providing responsive, accurate, and professional administrative support. Responsibilities include:
• Providing day-to-day administrative support to office staff, helping internal teams operate efficiently and delivering responsive, high-quality service to our clients
• Answering phones, directing calls appropriately, forwarding voicemails, and assisting callers with a customer-first approach
• Managing incoming mail, email communications, packages, shipping, and receiving
• Logging incoming packages, sorting mail, and distributing materials to appropriate staff
• Coordinating company vehicle use, maintenance, service appointments, fueling, washing, and pick-up/drop-off
• Ordering office supplies and equipment, submitting requests, and tracking inventory
• Processing incoming information and updating department databases
• Preparing, formatting, and editing documents and materials using Microsoft Word, Excel, PowerPoint, and other tools
• Collecting invoices from internal staff for processing
• Performing data entry for reports, forms, logs, and administrative records
• Scanning, filing, and organizing documents as requested
• Assisting with outgoing mail, shipping, and marketing campaign support
• Coordinating and organizing travel arrangements
• Supporting office events and meetings as needed
• Collaborating with other Administrative Specialists and internal teams across the organization
• Performing other duties and responsibilities as assigned

What You’ll Bring
Required Qualifications

• High school diploma or equivalent.
• Minimum of 3 years of office-related, administrative, or concierge experience preferred
• Previous experience providing support in an administrative role
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, Teams, SharePoint, and PowerPoint
• Exceptional customer service skills
• Strong attention to detail and accuracy
• Excellent interpersonal, verbal, and written communication skills
• Strong organization and time management skills
• Ability to manage multiple projects, deadlines, priorities, and team needs
• Ability to work independently and collaboratively with employees at all levels
• High degree of personal integrity and ability to handle confidential information with discretion
• Friendly, dependable, flexible, and solutions-oriented attitude
• Reliable transportation and a valid driver’s license

Preferred Qualifications

• Bachelor’s degree
• Experience supporting teams in a professional services, consulting, environmental, engineering, or similar office environment
• Experience coordinating office logistics, vendor communication, travel, events, or fleet/vehicle administration

Investing in You
The hourly rate range for this full-time position is $22-$28/hour, plus a generous benefits program. Hourly ranges are based on the market median of similar jobs, according to third-party salary benchmark surveys. Hourly pay is determined based on internal equity and a candidate’s job-related knowledge, skills, and experience.

We offer a comprehensive Total Rewards Package designed to support employee well-being, growth, and financial security. Our benefits are designed to offer flexibility and choice, including health coverage options, employer-sponsored insurance, retirement benefits, generous time off, and programs that support learning, growth, and community engagement.

Explore more about our culture, benefits, and life at Rincon on our Culture and Benefits page.

Additional Employment Information
Individuals offered employment must successfully complete a pre-employment drug screening as a condition of employment. Additionally, those hired who may be assigned to federal projects will be subject to further drug testing, including screening for cannabinoids (THC/marijuana), in compliance with the Drug-Free Workplace Act of 1988 and other applicable federal regulations, which take precedence over California state and local laws.

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.