Office Administrator in Davis, California at Stillwater Sciences

Stillwater Sciences seeks a highly accountable, organized Office Administrator to coordinate day-to-day operations in our Davis office. This position is full-time (40 hours a week), 5 days/week in office and is the “face of the office” for all employees, clients, and vendors. A successful Office Administrator should find enjoyment and connection working with an academically-minded group of scientists who are passionate about what they do. Our current office location is based in Davis, but we anticipate an office relocation in 2025 to the Sacramento area.

The ideal candidate will:

• Be a superstar at managing multiple priorities and deadlines.
• Successfully collaborate with colleagues across Stillwater offices and project teams.
• Proactively assist all colleagues—no job is too big or too small.
• Take initiative on projects and follow them through.
• Exhibit a problem-solving attitude.
• Be able to “read the room” and act on changing needs.
• Have exceptional time management and organizational skills.
• Demonstrate strong interpersonal communication skills, both verbal and written.
• Professionally interact with all levels of staff, agency representatives, and vendors.
• Have personal integrity and judgment, especially when working with confidential information.

Duties include, but are not limited to:

• Front desk coordination – greet visitors, answer and direct inquiries, email, and phone calls, mail/package distribution, business-related errands.
• Provide logistical support for field staff, including rental cars, lodging arrangements, booking flights, etc.[SH1]
• Administrative support (e.g., data entry, filing, scheduling), including use of Microsoft Word, Excel, PowerPoint, Teams, and Adobe Acrobat (PDF).
• Invoicing and billing for company expenses (hotels/travel), credit card reconciliation.
• Maintenance of common areas (kitchen, conference room, cooy room).
• Purchasing and keeping inventory of office supplies and equipment, including stocking coffee/tea/etc.
• Arranging shipping (FedEx and UPS).
• Work collaboratively with employees and Office Administrators from other offices, provide back-up support and assist offices without on-site Office Administrators.
• Manage office morale budget; plan, coordinate, and setup/breakdown company functions and office morale events.
• Maintain shared calendars in Microsoft Outlook.
• Execution of safety procedures and protocols in case of emergencies for colleagues in the field.
• Coordination of upcoming office relocation to Sacramento.

Required qualifications include:

• High school diploma or equivalent work experience (Bachelor's degree preferred).
• Exposure to or experience in an environmental organization/consulting firm is a plus.
• Advanced Microsoft Office (Word, Excel, PowerPoint, and Outlook) skills.
• Experience with Adobe Acrobat.
• A clean driving record and active driver’s license.

Position details:

• The salary is commensurate with qualifications and experience and is in the $24-$29/hour range.
• Full-time, non-exempt position with a competitive compensation package including Paid Time Off, a 401(k) plan, full health and dental care, employee ownership under our Employee Stock Ownership Program (after entry criteria are met), and paid professional development.

Interview Process:

Phone Screen (15 Minutes)

Video Interview (30 Minutes)

In-person Interview (60 Minutes)

Reference Check

Offer