Office Administrator
4 weeks ago
Carollo Engineers is seeking a highly organized and detail-oriented Office Administrator to support our office staff, coordinate meetings and events, and oversee day-to-day office operations. This is a unique opportunity to join a dynamic team of professionals who are passionate about their work and committed to excellence.
Key Responsibilities- Supervise and coordinate all day-to-day office operations, ensuring a smooth and efficient work environment.
- Coordinate with corporate departments and building management to ensure new hires have the necessary materials and access prior to their first day of work.
- Conduct new hire orientations, complete onboarding procedures, and grant access to new employees as needed.
- Interface with corporate departments to facilitate proper handling of paperwork and ensure compliance with company standards.
- Coordinate final terminations and offboarding of employees, ensuring the protection of intellectual properties.
- Coordinate annual facilities budget projections, conduct office safety inspections, and maintain safety data sheets.
- Coordinate safety training, evaluate ergonomics of employee workstations, and resolve issues with facilities and HR as needed.
- Work with building management to resolve facilities issues, maintain conference room setup and cleanup, and coordinate meals for office and project meetings.
- Coordinate, update, and present agendas for monthly office meetings, attend quarterly Office Administrator meetings, and share information with the office.
- Coordinate, schedule, or attend additional meetings and events as requested by the Office or Business Development Manager.
- Order, replenish, and distribute all supplies for the office, including office, kitchen, and safety supplies.
- Coordinate petty cash and accounting issues with the accounting group, check requests with engineers and accounting, and coordinate conference and event registration for employees.
- Assist with expense reporting for employees, submit office expense reports monthly, and meet required deadlines.
- Coordinate with engineers and proposal managers in the central office as needed, proactively elicit project management information for workload scheduling, and perform proposal preparation and other marketing/business development services as assigned.
- Ensure adequate staffing, hardware, and software to complete work in an accurate and timely manner, examine completed work for quality control and compliance with company standards, and troubleshoot and resolve computer/software-related issues.
- Provide system training for new engineers and office staff, assist engineers with routine office, project, and travel scheduling-related tasks, and assist the Office Manager with office-related tasks.
- Reproduce documents, coordinate with vendors, and maintain physical and electronic document and file management.
- Coordinate office events and parties, process incoming and outgoing shipments and mail, and distribute as needed.
- Assist the Office Manager and corporate facilities group with office relocations and expansions, answer phones and route callers to the appropriate employee or department, and coordinate office space for visiting employees from other offices.
- Coordinate professional portraits for staff as requested by the Office or Business Development Manager, obtain and maintain notary public status as deemed necessary, and coordinate company vehicle maintenance as needed.
- High school diploma or equivalent, some college business courses or business vocational instruction.
- Minimum of 5 years of professional experience in office administration.
- Strong verbal and written communication skills.
- Excellent organizational and administrative skills.
- Ability to work without direct supervision.
- High level of critical thinking.
- Professional experience handling confidential and sensitive issues.
- Ability to multi-task, exercise good judgment, be detail-oriented, and maintain professionalism.
- Ability to show initiative and be proactive.
- Proficiency with Microsoft Office Suite and Adobe Creative Cloud applications.
- Previous experience with engineering professionals.
- Bachelor's degree.
- Experience with additional Microsoft Office Suite and Adobe Creative Cloud applications.
- Previous experience with engineering professionals.
Carollo Engineers offers a competitive benefits package, including paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care, and commuter expenses, disability insurance, and life insurance options for you and your dependents. We also offer free caregiver support, travel assistance, counseling services, and discount programs. Other compensation may include 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.
-
Office Administrator
4 weeks ago
Honolulu, Hawaii, United States Carollo Engineers Full timeJob SummaryCarollo Engineers is seeking an experienced Office Administrator to support office staff, coordinate meetings and events, and oversee day-to-day office operations. This role requires the ability to work independently and as part of a team, with excellent organizational and communication skills.Key ResponsibilitiesSupervise all day-to-day office...
-
Administrative Officer
4 weeks ago
Honolulu, Hawaii, United States University of Hawai'i Full timeJob SummaryWe are seeking a highly skilled and experienced Administrative Officer to join our team at the University of Hawai'i. The successful candidate will be responsible for providing administrative support to the Department of Cell and Molecular Biology, including managing daily operations, coordinating events, and ensuring the smooth functioning of the...
-
Administrative Officer
4 weeks ago
Honolulu, Hawaii, United States Veterans Affairs, Veterans Health Administration Full timeJob SummaryThis position serves as the Administrative Officer within the Pharmacy Service for the Veterans Affairs Pacific Islands Health Care System (VAPIHCS) within the Veterans Affairs Sierra Pacific Network (VISN 21).ResponsibilitiesAs Administrative Officer, you will be responsible for providing overall administrative management for Pharmacy Service....
-
Administrative Officer
4 weeks ago
Honolulu, Hawaii, United States Veterans Affairs, Veterans Health Administration Full timeJob SummaryThis position serves as the Administrative Officer within the Pharmacy Service for the Veterans Affairs Pacific Islands Health Care System (VAPIHCS) within the Veterans Affairs Sierra Pacific Network (VISN 21).ResponsibilitiesAs Administrative Officer, you will be responsible for providing overall administrative management for Pharmacy Service....
-
Administrative Officer
4 weeks ago
Honolulu, Hawaii, United States Veterans Affairs, Veterans Health Administration Full timeJob SummaryThis position serves as the Administrative Officer within the Pharmacy Service for the Veterans Affairs Pacific Islands Health Care System (VAPIHCS) within the Veterans Affairs Sierra Pacific Network (VISN 21).Key ResponsibilitiesAdministrative Management: The incumbent provides overall administrative management for Pharmacy Service, including...
-
Office Administrative Coordinator
3 weeks ago
Honolulu, Hawaii, United States Servpac Inc. Full timeJob OverviewServpac Inc. is a dynamic company seeking a highly motivated and organized Office Administrative Assistant to join our team. As a key member of our administrative team, you will be responsible for providing exceptional support to our staff and ensuring the smooth operation of our office.Key ResponsibilitiesAssist with administrative tasks,...
-
Office Administrative Coordinator
4 weeks ago
Honolulu, Hawaii, United States Servpac Inc. Full timeJob OverviewServpac Inc. is a dynamic company seeking a highly motivated and organized Office Administrative Assistant to join our team. As a key member of our support staff, you will play a vital role in ensuring the smooth operation of our office.Key ResponsibilitiesProvide administrative support to our team, including data entry, receptionist duties, and...
-
Chief Administrative Officer
4 weeks ago
Honolulu, Hawaii, United States University of Hawai'i Full timeJob SummaryWe are seeking a highly skilled and experienced Chief Administrative Officer to join our team at the University of Hawai'i. The successful candidate will be responsible for providing strategic leadership and direction to the Administrative Services department, ensuring the effective and efficient delivery of administrative support services to the...
-
Chief Administrative Officer
4 weeks ago
Honolulu, Hawaii, United States University of Hawaii Full timeJob SummaryThe University of Hawaii is seeking a highly skilled and experienced Chief Administrative Officer to join our team. As the Vice Chancellor for Administrative Services, you will be responsible for providing strategic leadership and direction to the college's administrative services, including budgetary and financial management, human resources,...
-
Office Administrator and Customer Support Expert
4 weeks ago
Honolulu, Hawaii, United States Conserva Irrigation Full timeJob SummaryConserva Irrigation is seeking a highly organized and detail-oriented Office Administrator and Customer Support Expert to join our team. As a key member of our office staff, you will be responsible for providing exceptional customer service, managing office operations, and supporting our sales and service teams.Key Responsibilities* Greet visitors...
-
Administrative Officer
3 weeks ago
Honolulu, Hawaii, United States Veterans Affairs, Veterans Health Administration Full timeJob SummaryThis position is located at the VA Pacific Islands Health Care System in Honolulu, HI.Key ResponsibilitiesOversee all administrative functions for the Physical Medicine and Rehabilitation Service (PMRS).Perform a variety of administrative programs and work collaboratively with support services to ensure day-to-day operations of the service and...
-
Honolulu, Hawaii, United States AlohaCare Full timeJob SummaryWe are seeking an experienced Administrative Assistant to provide high-level administrative support to the Chief Operations Officer and the Plan Operations team. The successful candidate will be responsible for coordinating a demanding workload, providing administrative support, and maintaining accurate records.Key Responsibilities:Take and...
-
Honolulu, Hawaii, United States Veterans Affairs, Veterans Health Administration Full timeJob SummaryThis position is located at the VA Pacific Islands Health Care System in Honolulu, HI.Key ResponsibilitiesOversee a variety of administrative programs and work collaboratively with support services to ensure day-to-day operations of the service and optimal utilization of medical center resources.Monitor and evaluate performance requirements,...
-
Honolulu, Hawaii, United States University of Hawai'i Full timeJob DescriptionOverviewThe University of Hawai'i is seeking a highly qualified Chief Administrative Officer for Kapi'olani Community College. This key leadership position is responsible for overseeing the planning, organizing, and directing of all administrative support services required by the College.ResponsibilitiesPlans, organizes, directs, and...
-
Honolulu, Hawaii, United States University of Hawai'i Full timeJob SummaryThe University of Hawai'i is seeking a highly qualified and experienced individual to fill the position of Vice Chancellor for Administrative Services. This role will serve as the chief administrative officer for Kapi'olani Community College, responsible for planning, organizing, and directing all administrative support services required by the...
-
Honolulu, Hawaii, United States University of Hawai'i Full timeJob Summary:The University of Hawai'i is seeking a highly skilled and experienced Chief Administrative Officer for Kapi'olani Community College. This is a key leadership position responsible for overseeing the administrative services division, including budgeting, human resources, facilities management, and auxiliary services.Key Responsibilities:Develop and...
-
Administrative Coordinator
4 weeks ago
Honolulu, Hawaii, United States GHD Group Full timeAbout the RoleWe are seeking a highly skilled and organized Administrative Coordinator to join our team at GHD Group. As an Administrative Coordinator, you will provide exceptional support to our US West office staff and management team, ensuring the smooth operation of day-to-day activities.Key ResponsibilitiesProvide administrative support to the US West...
-
Administrative Coordinator
4 weeks ago
Honolulu, Hawaii, United States Marriott International Inc Full timeJob SummaryWe are seeking an experienced Administrative Assistant to join our team at Marriott International Inc. The successful candidate will be responsible for providing administrative support to our team, ensuring the smooth operation of our office.Key ResponsibilitiesProvide administrative support to our team, including answering phones, responding to...
-
Administrative Assistant
4 weeks ago
Honolulu, Hawaii, United States Adecco US, Inc. Full timeWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Adecco US, Inc. in Honolulu, HI. As an Administrative Assistant, you will be responsible for providing exceptional support to our clients and team members, ensuring seamless day-to-day operations.Key responsibilities include:Providing administrative support to...
-
Office Coordinator
4 weeks ago
Honolulu, Hawaii, United States ATA Services Inc Full timeJob SummaryATA Services, Inc. is seeking a highly organized and detail-oriented Office Assistant to join our team at the Hawaii State Hospital. As an Office Assistant, you will be responsible for providing administrative support to our staff, ensuring the smooth operation of our office, and maintaining accurate records.Key ResponsibilitiesProvide exceptional...
