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Office Support Specialist

2 months ago

Honolulu, Hawaii, United States Orion Engineers & Associates Full time
Job Overview

Position Summary:

The Office Support Specialist is a vital contributor to the operations of the Business Office and Marketing Division. This role requires an individual who is detail-oriented, organized, and capable of managing various tasks simultaneously. Key responsibilities include maintaining updated marketing data, addressing requests for proposals (RFPs) and information (RFIs), and facilitating the onboarding process for new hires, vendor setup, invoice processing, and managing expense reports for managers.

Marketing Division Duties:
  • Identify and research potential opportunities for projects in various regions.
  • Prepare and format responses to proposals and information requests.
  • Keep project profiles and team resumes current.
  • For extensive proposals, assign Proposal Numbers and enter new proposal details into accounting software.
  • Track ongoing project pursuits.
Business Office Duties:
  • Monitor and update annual business registrations across different states.
  • Assist the Business Office Manager with the onboarding of new employees, including necessary documentation and setup.
  • Register new vendors in the accounting system.
  • Process incoming invoices for payment in the accounting software.
  • Support managers in preparing, reviewing, and submitting monthly expense reports.
Qualifications:
  • A degree in Communications, Business Administration, Marketing, or relevant experience showing career progression.
  • Experience in administrative or business office roles.
  • Excellent written and verbal communication skills.
  • Proficiency with standard office equipment and business software, including Adobe, Word, Excel, PowerPoint, and Publisher.
  • Familiarity with AI tools and effective querying techniques.
  • Experience in the architecture, engineering, and construction (A/E/C) industry is advantageous.
  • A knack for problem-solving and enhancing operational systems.
  • Strong time management abilities.
  • A valid driver's license.
  • Ability to pass a background check.

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