The Office Coordinator will provide administrative support, manage office operations, assist with HR tasks, and ensure a professional office environment.
Location(s): Encinitas
Practice/Department: Operations Management
Internal Title: Administrative Assistant I
Work Environment: On-site
Compensation: $25-$32 hourly*
Dudek’s journey began in 1980 with a vision to serve Southern California’s water and wastewater agencies.
Today, we are a 100% employee-owned firm supporting clients nationwide and delivering projects that improve and protect the built and natural environments of communities throughout the United States. Our work has been recognized by leading industry organizations, and we’ve been honored with multiple national Top Workplace Awards.
Our employee-owners are unified by a singular commitment to supporting projects that address key societal issues, such as the transition to renewable energy, infrastructure hardening and repair, environmental protection, and community resilience.
Learn more about our award-winning culture, the benefits and perks of being a Dudekian, and the projects you will have the opportunity to shape.Who You AreAs an employee-owner, you embrace accountability, working safely, and collaboration while thinking resourcefully and independently.
Like all Dudekians, you are curious and solution-oriented, with the ability to adapt quickly to changes and approach challenges with a spirit of innovation.How You’ll Make an ImpactDudek is seeking a motivated, detail-oriented, and bilingual (English/Spanish) Office Administrator to join our team in Encinitas, CA. This full-time, onsite role is critical to the smooth daily operation of the office, supporting both corporate and field teams with a wide range of administrative, HR, and operational tasks. The duties for this position will be split between support for the Encinitas Office and support for our HRS Practice.
The ideal candidate is highly organized, proactive, and committed to delivering exceptional customer service. This position will interact with management, field staff, and corporate employees and will play a key role in maintaining a professional, efficient, and welcoming office environment.Duties and Responsibilities
Encinitas Office Duties
- Provide general administrative support to Encinitas office staff and leadership.
- Order and maintain inventory of office supplies.
- Manage incoming mail and deliveries.
- Answer and direct phone calls, respond to emails.
- Greet visitors and direct them appropriately.
- Provide contract support by collecting signatures.
- Coordinate with Facilities to manage daily office operations.
- Create and edit documents, including letters, memos, spreadsheets, and reports.
- Perform various data entry tasks and ensure accurate record keeping.
- Support ongoing projects and provide backup to other administrative staff and departments.
- Assist with basic accounting tasks, such as logging checks.
- Maintain confidentiality when handling sensitive employee and financial information.
- Provide administrative support for internal events, meetings and celebrations.
- Assist with maintaining a welcoming and professional environment for all.
- Work overtime hours as needed.
- Perform other duties as assigned.
HRS Practice Duties
- Assists with new hire onboarding.
- Run local errands as needed.
- Helps troubleshoot minor IT issues and coordinate with IT support as needed.
- Maintain confidentiality when handling sensitive employee and financial information.
- Assist with timecard entry and expense reporting.
- Create and edit documents, including letters, memos, spreadsheets, and reports.
- Assist field staff with requests.
- Perform various data entry tasks and ensure accurate record keeping.
- Assist with maintaining a welcoming and professional environment for all.
- Work overtime hours as needed.
- Perform other duties as assigned.
- Bilingual in English and Spanish.
- High School Diploma or equivalent.
- Minimum 2 years of administrative experience in a mid-sized company.
- Valid CA driver’s license.
- Strong attention to detail and problem-solving skills
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite.
- Self-starter with the ability to work independently or collaboratively.
- Demonstrates reliable attendance and punctuality, consistently arrives on time and prepared.
- Experience supporting multiple areas or departments.
- Knowledge of office and facilities management best practices.
- Must possess a valid driver’s license and have active personal automobile liability insurance by the first day of employment
- Prior experience in a bilingual (English/Spanish) office environment, facilitating communication across teams and supporting diverse staff.
- Strong organizational and multitasking skills, with the ability to manage competing priorities across corporate and field operations.
- Experience supporting HR functions, such as onboarding, timecard tracking, or employee record management.
- Proficiency with office technology and software, including Microsoft Office Suite and basic troubleshooting of IT issues.
- Demonstrated ability to work collaboratively across multiple departments or teams, supporting cross-functional projects and initiatives.
- Customer-service oriented mindset, with the ability to maintain a professional, welcoming, and efficient office environment.
Compensation:$25-$32 hourly*
- *Final agreed-upon compensation will be based on a variety of factors including, but not limited to, an individual’s related experience, education, certifications, skills, and work location. Successful candidates must pass a pre-employment drug test and background check prior to beginning employment.
Environment
- This job operates in a remote or office-based environment and this role routinely uses standard office equipment such as computers, phones, printers, etc.
- Working on a computer, sitting, or standing for long periods of time in an office or remote office setting.
- Attending meetings, both in person and virtually, and speaking on the phone with peers, clients, etc.
- Specific vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Dudek is genuinely committed to equal employment opportunities within our company and on our project teams. Dudek is also committed to compliance with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in Dudek’s operations and prohibits unlawful discrimination by any employee of Dudek, including supervisors and coworkers. Equal employment opportunities will be extended to all persons (including those with disability and veteran status) in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, compensation, benefits, discipline, layoff, recall, and termination. Any employee who violates this policy and Dudek’s commitment to equal employment opportunities will be subject to disciplinary action.
Dudek is a U.S.-based employer. All positions are based in the United States and require U.S. work authorization.
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