Office Administrator (Davis office)


Office location: Davis, CA

Stillwater Sciences seeks a highly motivated, take-charge Office Administrator to help coordinate day-to-day operations for our Davis office. This position is full-time, with some flexibility in schedule and total hours (35-40). This position is the “face of the office” for all employees, clients, and vendors. Stillwater seeks someone who appreciates doing a job well and values employee morale by helping to provide a fun and comfortable workspace.

The ideal candidate will:

  • Be a superstar at juggling multiple priorities and deadlines
  • Thrive in a fast-paced environment with constantly changing job duties within a loose hierarchy
  • Find enjoyment and connection working with an academically minded group of scientists who are passionate about what they do
  • Be a person-of-all-trades and no job is too big or too small
  • Be a creative problem solver
  • Be able to take initiative on projects and follow them through until the end
  • Exhibit a positive attitude, even in stressful situations
  • Be able to remain calm in the face of deadlines and reprioritize tasks for adjusting deadlines
  • Be able to “read the room” and act on changing needs of employees
  • Enjoy planning and executing fun events: we love to take breaks from work and enjoy each other’s company

The ideal candidate will possess:

  • A can-do, service-oriented attitude 
  • A healthy dose of confidence, initiative, creativity, and drive
  • Superb time management skills
  • Exceptional organizational skills
  • Communication skills (both verbal and written)

If this describes you, then please read on for a great opportunity to work with people who love what they do and have a great time doing it!

Duties include but are not limited to:

  • Responsible for office stocking and upkeep, staff support, and vendor relations.
  • Front desk related duties – greet visitors, answer and direct phone calls, web-conferencing (Skype and Teams), mail distribution, business-related errands, and supply ordering.
  • Maintain common areas (kitchen, repro area, conference rooms), office equipment, printers, and computers.
  • Data entry, filing, and report production assistance.
  • Report formatting, editing, and hardcopy production.
  • Word processing, spreadsheet, and Adobe Acrobat (PDF) support and formatting.
  • Inventory equipment and prepare usage charges.
  • Plan, coordinate, and breakdown company functions and office morale events.
  • Book and coordinate marketing and project-related travel for employees.
  • Working with employees in other offices and providing support.
  • Arrange courier services and shipping (mainly FedEx and UPS).
  • Conduct scientific literature and database searches.
  • Provide focused support to managerial staff.
  • Office organization and clerical duties.

Required qualifications include:

  • Proven organizational skills with the ability to effectively multi-task.
  • Strong attention to detail and follow-through.
  • Strong interpersonal communication skills, both verbal and written.
  • High school diploma or equivalent work experience (Bachelor’s degree preferred).
  • Willingness to assist in both administrative and technical arenas. 
  • Exposure to or experience in an environmental organization/consulting firm is a plus.
  • Confidence to interact with all levels of staff, agency representatives, and vendors in a professional and courteous manner.
  • Advanced Microsoft Office (Word, Excel, and Outlook) desired.
  • Experience with Adobe Acrobat.
  • Ability and motivation to use creativity and logic in dealing with a range of situations.
  • Versatility to work both independently and collaboratively.
  • Personal integrity and judgment, especially when working with confidential information.
  • Have a clean driving record and active driver’s license
Compensation, and Application Details:
  • Full-time position with benefit package after 3 months.
  • The salary range is $18-$21/hour, depending on education and experience.
  • Stillwater Sciences provides a competitive compensation package including a 401(k) plan and full health and dental care.
  • Please send a cover letter describing experience (including your requested salary range), with a resume, in MS Word or PDF format to:
  • Include “Davis Office Admin Position” in subject line.
  • Resumes without a cover letter and salary requirements will not be considered.
  • Position will remain open until filled.
  • Electronic submissions preferred.

Download a PDF of this job description here.

Learn more about Stillwater Sciences.