Program Assistant bei Oneida ESC Group

Oneida Environmental (OE) is an 8(a) firm that provides environmental, engineering, science, construction, and specialized professional services solutions for customers nationwide.

We are seeking a highly organized Program Assistant to support our Program Managers and operations team. This role combines elements of office management, administrative assistance, and light project coordination�ideal for someone who enjoys wearing many hats and keeping projects moving.

Location: San Antonio TX � Hybrid Onsite (3 Days In Office)

Core Hours: 8:00 AM � 4:00 PM (Flex time available)

Key Responsibilities:

Program & Operations Support

• Serve as the primary administrative support for Program and Project Managers, assisting with day-to-day operational needs.
• Answer and route calls, manage incoming inquiries, and ensure communications reach the right internal contacts.
• Coordinate logistics such as vehicle rentals, lodging, and meeting arrangements.
• Maintain digital and physical filing systems.
• Complete printing, binding, scanning, and archiving.
• Track vehicle mileage logs and maintain compliance documentation.
• Order and manage office supplies and shipping needs.
• Provide notary services (if certified, or willing to obtain certification).
• Support communications for internal project tracking of projects tasks/progress.
• Complete routine monthly or quarterly reporting.

Project & Proposal Assistance

• Support project setup by preparing cost estimates, proposals, and entering data into internal systems (BST, PDS).
• Assist with approvals for timesheets, expense reports (Concur), and internal work requests (IWRs).
• Maintain project tracking spreadsheets (Overhead Hours, New Project List, MPU logs, and billing notes).
• Prepare, format, and compile proposal documents for marketing and business development efforts.
• Generate and update Gantt charts or schedules using MS Project (preferred skill).

Administrative & Scheduling

• Schedule and coordinate meetings and appointments (including leading meetings if needed).
• Prepare and process forms for new hires, purchase requests, business cards, and other approvals.
• Support task managers with document preparation and submission, for example PDF generation/bookmarking, hard copies, CDs, etc

Minimum Qualifications:

• Proven experience as an administrative assistant, office manager, or program coordinator.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); MS Project experience a plus.
• Excellent organizational skills with the ability to manage multiple priorities.
• Professional communication skills, both written and verbal.
• Detail-oriented with a proactive problem-solving mindset.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications:

• Degree or background in environmental science or related technical field.
• Familiarity with BST, Concur, or similar project management/expense platforms.
• Notary certification (or willingness to obtain).

Compensation Range: $56,000- $76,000 Annually

Benefits:

• 8 Paid Holidays
• 15 Days of Paid Time Off
• 401(k) Retirement Plan with Company Match
• Medical, Dental and Eye Insurance
• Employee Referral Program
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Wellness Program
• Multiple Voluntary Medical Benefits

About Us:

The Oneida ESC Group is a family of companies owned by the Oneida Nation of Wisconsin that delivers customer-focused engineering, science, and construction services worldwide.

Our family of companies includes:

• Oneida ESC Group (OESC)
• Sustainment & Restoration Services (SRS)
• Oneida Total Integrated Enterprises (OTIE)
• Oneida Technology Services (OTS)
• Oneida Construction Services (OCS)
• Oneida Professional Services (OPS)
• Mission Support Services (MS2)
• Oneida Engineering Solutions (OES)
• General Mechanical Corporation (GMC)
• LG2 Environmental Solutions (LG2)
• Oneida Environmental (OE)

We integrate our staff for dedicated, cooperative, and business-like delivery of services to enhance our customers� missions.

Equal Employment Opportunity:

Oneida ESC Group is an equal opportunity employer committed to inclusion and diversity in the workplace. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws, national origin, disability, veteran status, or other legally protected characteristics.

Oneida ESC Group participates in the E-Verify program. Learn more about the E-Verify program. https://www.e-verify.gov/

Oneida ESC Group is committed to working with and providing reasonable accommodation to applicants with physical and mental disabilities.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Oneida ESC Group makes hiring decisions based solely on qualifications, merit, and business needs at the time.

www.srsllc.com