Position Title: Administrative Coordinator

Department: Dairy Relations

Reports To: Vice President, Dairy Relations

Location: Tulare, CA

Classification: Exempt

Annual Salary Range: $70,305 - $74,000

Classification: Exempt

Benefits: Standard CalBio benefits package is available: Medical, dental, vision, life insurance, 401k with match.

COMPANY DESCRIPTION

California Bioenergy LLC (CalBio) is one of the country’s leading developers of dairy digester projects. Our projects generate renewable natural gas and electricity which is used as a vehicle fuel to power clean trucks, buses, and cars. Founded in 2006, CalBio works closely with local dairy farmers, the California Air Resources Board (CARB), the California Department of Food and Agriculture (CDFA), the California Public Utility Commission (CPUC), the California Energy Commission (CEC), the Environmental Protection Agency (EPA), and the dairy industry to develop projects that reduce greenhouse gases (GHGs), protect local air and water quality, create local jobs, and provide a new revenue stream along with other meaningful benefits to its dairy partners. Along with its affiliates, Midwest Bioenergy, Northwest Bioenergy, and Southwest Bioenergy, CalBio is undertaking the development, construction, ownership, and operation of dozens of dairy digester projects across the country.

POSITION PURPOSE

The Administrative Coordinator provides comprehensive administrative and clerical support to ensure efficient daily operations. This role serves as a key point of contact, supporting leaders and teams through organization, communication, and coordination of office activities.

ESSENTIAL JOB RESPONSIBILITIES

Manage confidential information with discretion.
Answer phones and greet visitors.
Schedule appointments and maintain calendars.
Collect and distribute mail.
Coordinate vendors and service providers, including scheduling, issue resolution, and performance follow-up.
Prepare communications such as memos, emails, invoices, or reports.
Write and edit letters, reports, and instructional documents.
Create and maintain electronic and physical filing systems.
Manage accounts and perform basic bookkeeping and budgeting
Perform data entry and analysis.
Assist with event planning and coordination of internal meetings, training, and company events, including space set up, materials, and vendor coordination.
Order and maintaining office and kitchen supplies.
Support workspace logistics by preparing and coordinating equipment for employee workspaces.
Maintain clean, professional, and welcoming environment aligned with company expectations.
Manage travel arrangements.
Partner with leadership and cross-functional teams to support operational initiatives.
Prepare USPS and FedEx labels for expedited deliveries.
Assist staff with various mailing needs.
Manage all mail that comes in and deliver to the appropriate party/department.
Manage key fobs and building access cards.
Coordinate with Hiring Managers for the delivery and setup of office furniture.

ESSENTIAL JOB QUALIFICATIONS

High school diploma or equivalent (associate’s degree preferred).
3 years professional experience in operations, project, and/or administrative management.
Decision-making skills: Be able to work independently without external controls, supervision, or assistance, identify issues, implement solutions and manage specific tasks.
Experience managing office supplies, procurement processes, and inventory control within established budgets.
Communication and collaboration skills to support personnel, management, and clients.
Organizational skills to manage multiple priorities, track details, and follow through independently.
Writing skills to ensure emails, letters, documents, and social media posts uphold the brand identity.
Proficient with data entry software, such as Excel.
Proficiency in office software (Microsoft Office, Google Suite).
Calendar and schedule management skills.
Knowledge of office procedures and equipment.
Knowledge of basic facilities coordination, including maintenance requests, repairs, and workplace safety considerations.
Familiarity with customer service principles.
Ability to manage confidential information responsibly.
Flexible and adaptable, with hands-on approach to evolving operational needs and priorities.

WORKING CONDITIONS

This position is on‑site and requires regular, in‑person attendance at the Company’s office during standard business hours.
Work is performed in a professional office environment.
Ability to sit for extended periods and work at a computer.
Ability to occasionally lift uplift up to 25 pounds.
Ability to drive a personal vehicle for business purposes, including off‑site meetings, errands, or travel between company locations. Must possess a valid California driver’s license and maintain automobile insurance in accordance with California law.

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