Administrative Assistant, Cultural Resources

Job Description

Job Description

At WestLand Engineering and Environmental Services, a Trinity Consultants team, we are driven by purpose, innovation, and a shared commitment to the work that we do. As part of Trinity Consultants' Water and Ecology division, we tackle complex environmental challenges, blending expertise in environmental consulting, wetlands, cultural resources, GIS, landscape architecture, and engineering.

WestLand empowers our teams to develop their unique skills while fostering career growth within a company that is large enough to offer diverse opportunities yet agile enough to value individual contributions. Collaboration is at the heart of what we do-our professionals work together on meaningful and impactful projects, delivering solutions that help clients navigate regulatory complexities and see positive project outcomes. Make a difference with us at WestLand!

WestLand is adding an Administrative Assistant to our Cultural Resources team in the Southwest! This position will be based out of our Tucson location and will provide administrative support to the Southwest Cultural Resources team. This role includes preparing and managing contract documents, tracking expenditures, coordinating travel and logistics for field crews and office staff, scheduling meetings and preparing meeting notes, and supporting departmental operations. The position requires strong organizational skills, proficiency in office software, and the ability to work independently while maintaining a professional and service-oriented approach.

What will I be doing?

• Providing quality review of small reports, memoranda, and proposals for formatting, grammar, spelling, etc.
• Preparing a variety of documents including master agreements, sub-consultant agreements, notices to proceed, and project change orders.
• Tracking and reporting of expenditures.
• Assisting project managers with project related documentation and reporting.
• Assist with maintaining project status tracking and administrative record.
• Assist with scheduling of department or project meetings, take meeting minutes.
• Support project logistical needs such as hotel bookings, vehicle rentals, equipment rentals, and other similar tasks
• Coordinate with project managers to arrange logistics (airfare, vehicles, lodging) for conference participants.
• Track completion of employee CHAT and training requirements for Department.
• Support Department Quality Program with compliance tracking.
• Preparation of permit application and amendment packages, tracking of permitted staff and permit expirations.
• Preparation of permit annual reports summarizing work conducted each calendar year.
• Assist with office management tasks and plan office activities.
• Provide occasional front receptionist coverage during receptionist absences (PTO, illness, etc)

What qualifications are required for this role?

• A high school diploma or equivalent is required. An Associate or Bachelor's degree is preferred.
• Three (3) or more years of experience in an administration role.
• Demonstrated proficiency in the Microsoft Office suite of products (Word, Excel, Teams).
• Prior experience with the Deltek VantagePoint software would be considered an asset.
• Ability to prioritize and manage multiple projects requests, often with competing deadlines.
• Ability to complete tasks on time and within expectations with minimal or no supervision.
• Excellent written and verbal communication skills.

The wage range for this position is $19.00 - $28.00 /hour.

What does WestLand offer you?

• Comprehensive benefits package: 9 paid holidays, healthcare benefits, PTO, and 401k matching for full-time employees. Flexible work schedules and remote/hybrid possibilities for most roles.
• Multidisciplinary environment: Unique, creative, and challenging projects where you can develop your vision of clientele and work with industry leaders daily.
• Success-oriented environment: Two-way mentorship, financial incentives to publish work, tuition reimbursement, and a career-path structure to help you reach the next steps in your career.
• Collaborative work environment: Clear and frequent communication, shared information and ideas across teams, and a welcoming atmosphere for everyone.

WestLand is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability, or veteran status. We maintain a drug-free workplace and perform pre-employment background checks.

To apply, visit WestLand Resources Job Listings

Resumes submitted by a recruiting/staffing agency without current/valid vendor agreement will become property of WestLand. Any recruiting/staffing agency wishing to do business with WestLand must contact the Human Resources Department through our website. Recruiting/staffing agents may NOT contact hiring managers directly. Firms that do not honor this request will be removed from consideration.