Administrator providing essential administrative support for immigration and relocation matters in the Immigration & Global Mobility team. Ensuring accurate records and assisting with client requests in a professional services environment.
About the role
- Office Administrator managing administrative tasks for Honolulu Business Unit. Ensuring a productive work environment and serving as primary contact for administrative coordination.
Responsibilities
- Work with the business unit leaders, managers, and senior staff to create a welcoming, comfortable and functional workplace for all employees and guests in the Honolulu offices
- Serve as the primary point of administrative contact for internal and external inquiries, including addressing various requests from the corporate team and maintaining close collaboration with the administrative managers of other offices within the company
- Manage inventory and organization of office supplies, kitchen food and supplies, in-office safety equipment, and field equipment
- Coordinate maintenance and registration of the office vehicle
- Input and track business unit payable invoices (non-project related) into the company accounting system, including preparing expense reports and associated receipts and backup documentation
- Coordinate with the company Information Technology (IT) and Human Resources (HR) teams to ensure that the business unit staff has consistent and reliable support
- Coordinates office business and social events, both in-office and offsite, which may include travel arrangements, distribution of company marketing materials, and similar efforts
- Track registration/renewal deadlines for professional licenses, professional organizations, and similar
- General clerical support including typing, formatting documents, updating resumes, supporting proposal production, packaging deliverables, preparing packages for mailing and/or transmittal, creating electronic job folder, scanning and copying documents, and similar efforts
- Maintain office employee work schedule and office calendar
- Potential to manage junior administrative staff in the future
- Other duties: Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
- We are also looking for a proactive individual in this role that will contribute their own ideas to creating and maintaining a great atmosphere!
Requirements
- Associate’s degree or higher or equivalent experience; required
- 3-5+ years or more as an administrative assistant in an office environment; required
- AEC industry experience strongly preferred
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Outstanding communication and interpersonal abilities
- A proactive attitude with the ability to anticipate needs and take initiative
- Excellent organizational skills
- Ability to handle confidential information with discretion
- A Hawaii’s driver’s license
- All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171.
Benefits
- Low-cost employee healthcare with our company-paid high-deductible medical, dental, and vision plans
- Family coverage is available
- Low-deductible plan available
- Generous Paid time off (15 to 25 days based on experience level)
- Paid Holidays (7), and a floating holiday
- 401(k) match to help you reach your financial goals
- Generous HSA match to help manage healthcare expenses
- Free and confidential Employee Assistance Programs for counseling and support
- Amazing Wellness Program (with financial incentives) to keep you healthy and fit
- Excellent Life Insurance coverage, fully paid by the company
- Comprehensive Tuition Reimbursement Program
- Plenty of training opportunities
- Leadership Development Program
- Formal Mentoring program
- Active YP (Young Professionals) group
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