Administrative Specialist - San Marcos, CA

At Jacobs, we’re challenging today to reinvent tomorrow by solving the world’s most critical problems for thriving cities, resilient environments, mission‐critical outcomes, operational advancement, scientific discovery, and cutting‑edge manufacturing, turning abstract ideas into realities that transform the world for good. As an Industrial Pretreatment Coordinator, you’ll play a key role in protecting public health and the environment by ensuring industrial wastewater meets regulatory standards before entering treatment systems. Your work directly supports sustainable water management and helps communities thrive. Essential Duties and Responsibilities Work closely with Project Manager to support project administrative tasks Reconcile expenses for Project Manager and/or staff Manage, maintain records, and approve all invoices Assist vendors in getting vetted through Ariba, the Jacobs procurement system Follow up on vendors’ invoices, reports, and documentation of work performed Handle all procurement tasks & purchase requisitions Handle all invoice/payment status requests Maintain records of Hazardous Waste manifests and various permits Manage operator certification records and send reminders for certification/license renewals and/or training Assist with staff registrations for conferences and renewals of professional memberships Manage contractor certification renewals Manage project org chart(s) and distribution lists Fleet vehicle registration and insurance renewals Facility incentive program tracking Prepare and manage job requisitions Assist with new hires and onboarding Be the source for general administrative questions Compile and submit monthly managed contractor hours Collect, sort, and distribute mail Keeps break room stocked with supplies Performs other duties as required Here’s What You’ll Need One to two years of experience in purchasing, billing, and accounts payable Experience working in an office setting Knowledge of procurement practices, finance, accounts payable and billing procedures Knowledge and ability to analyze data and maintain physical and electronic records management Proficient in MS Office Knowledge and ability to write standard operating procedures (SOP) for various administrative and procurement processes Ability to produce clear and precise administrative reports Experience in electronic records management software Work independently and in a team environment Valid CA Driver’s license with no major infractions Ideally, You’ll Also Have AA Degree in Business, Office Management, or a related field of study preferred Two years’ experience in Accounts Payable desired One year of experience with Accounts Payable software strongly preferred Experience using the following applications: My Payables, Concur, Ariba, SharePoint Working Conditions Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety‑sensitive labor or services. Our health and welfare benefits are designed to invest in you and the things you care about, including medical, dental, vision and basic life insurance, 401(k) plan, paid time off (allocated plans start date 17 days per calendar year), seven paid holidays, caregiver leave, and the ability to purchase company stock at a discount along with legally mandated benefits. The base salary range for this position is $58,240.00 to $74,880.00; pay will be hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job‑related skills, experience, and relevant education or training. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. #J-18808-Ljbffr Jacobs