Office Operations Assistant

Job Description

Dudek Office Operations Assistant (Bilingual Preferred)

Overview

• Location: Encinitas, CA
• Practice/Department: HRS
• Work Environment: Onsite
• Compensation: $25-$32 hourly*

Dudek, a 100% employee-owned firm established in 1980, supports clients nationwide with projects that improve and protect built and natural environments. We are recognized by leading industry organizations and honored with multiple national Top Workplace Awards. Our employee-owners are dedicated to addressing critical societal issues such as renewable energy transition, infrastructure hardening, environmental protection, and community resilience.

Learn more about our award-winning culture, benefits and perks, and the projects you’ll help shape.

Position Overview

Who You Are:

As an employee-owner, you are accountable, safety-conscious, collaborative, and capable of resourceful and independent thinking. Like all Dudekians, you are curious, solution-oriented, adaptable, and approach challenges with a spirit of innovation.

How You’ll Make An Impact:

Dudek is seeking a motivated and detail-oriented Office Operations Assistant (bilingual preferred – English/Spanish) to join our team in Encinitas, CA. This full-time, onsite role is crucial for the smooth daily operation of the HRS Practice, supporting both office and field teams with a wide range of administrative, project coordination, and operational tasks.

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, playing a key role in maintaining a professional, efficient, and welcoming environment in both office and field settings.

Duties and Responsibilities

• Provides a variety of administrative and operational support to the Encinitas and field office.
• Orders and maintains inventory of office and project supplies.
• Manages incoming mail and deliveries.
• Answers and directs phone calls, responds to emails.
• Greets visitors and directs them appropriately.
• Coordinates with Facilities to manage fleet and equipment yard tasks.
• Creates and edits documents, including letters, memos, spreadsheets, and reports.
• Performs various data entry tasks and ensures accurate record keeping.
• Supports ongoing projects and provides backup to other administrative staff and departments, including Safety.
• Provides administrative support for internal events, meetings, and celebrations.
• Assists with new hire onboarding.
• Runs local errands as needed.
• Helps troubleshoot minor IT issues and coordinates with IT support as needed.
• Maintains confidentiality when handling sensitive employee and financial information.
• Assists with timecard entry and expense reporting.
• Assists field staff with requests.
• Assists with maintaining a welcoming and professional environment for all.
• Works overtime hours as needed.
• Performs other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent.
• Minimum 1-3 years of administrative experience in a mid-sized company.
• 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.

Preferred Qualifications

• Bilingual in English and Spanish.
• BA/BS Degree.
• Experience in the construction or consulting industry.

Compensation

The hourly compensation for this role is $25.00-$32.00*. The 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.

Working Conditions

This job operates in an office-based environment and routinely uses standard office equipment such as computers, phones, and printers. This role requires occasional project site visits, based outdoors, which can include excessive noise, uneven walking surfaces, extreme weather, and moving vehicles and equipment.

Physical Requirements

The physical demands described here are representative of those that must be met to successfully perform the essential functions of the job. This job requires the following:

• Working on a computer, sitting, or standing for long periods of time in an 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.

Connect with us!

• LinkedIn
• Instagram
• YouTube
• Dudek Talent Community

Dudek is committed to creating a workplace where all employees feel valued, respected, and have equal opportunities to succeed, fostering a diverse and inclusive culture. We adhere to fair and equitable processes, based on merit, free from any discrimination. Dudek is genuinely committed to equal employment opportunities within our company and on our project teams, complying with all applicable laws. This commitment extends to all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, compensation, benefits, discipline, layoff, recall, and termination. Any employee violating this policy 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.