Job description

CM&D is hiring an administrative position for its Honolulu, HI office. This person in this role will serve as the Office Assistant and provide support to projects as a Project Administrator.

General Description:

The Office Assistant will provide full time support to the Honolulu, HI office. They will be responsible for keeping the office running smoothly, efficiently and safely, ensuring office operations and procedures are organized, correspondence are controlled, filing systems are maintained, supply requisitions are reviewed and approved, and clerical functions are properly completed. They are the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands. The Office Assistant reports directly to the Director and Executive in the office.

Office Assistant Duties and Responsibilities

• Welcomes visitors and identifying the purpose of their visit before directing them to the appropriate department
• Provide general support to visitors
• Answers phone calls in a polite and professional manner
• Calendar management, accounting for day-to-day meeting organizing, calls, and movements, including scheduling, sending reminders, and organizing catering when necessary
• Researching and conducting data to prepare documents for review and presentation by board of directors, committees and executives
• Performing office duties that include ordering supplies and managing a record datable
• Opening, sorting and distributing incoming emails, mail and other correspondence
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with local office vendors, service providers, and office lease

• Provide general administrative support

As the Project Administrator, they will provide full time support to all Project Managers and Assistant Project Managers out of the Honolulu, HI office. They will establish and maintain all files, project correspondence including meeting agendas, minutes and contracts. The Project Administrator reports directly to Assistant Project Managers and Project Managers.

Project Administrator Duties & Responsibilities:

• Reports to the Project Management team;
• Under general supervision of the PM and APM, provides administrative support;
• Provides complex problem solving skills to resolve design, construction, budgetary, and schedule related issues;
• Composes and types correspondence to include letters, memos, forms, minutes, proposals, etc.;
• Interacts with a diverse group of external and internal contacts at all levels;
• Uses independent judgment to plan, prioritize and organize a diversified work load;
• Receives and distributes project correspondence, drawings, and other project records and documents;
• Maintains project files;
• Maintains logs for RFI’s, submittals, substitution requests, contracts, change proposals, and change orders;
• Arranges project meetings;
• Records discussions at meetings and prepares, distributes, and maintains project meeting minutes and action logs.

Requirements:

• A minimum of a Bachelor's Degree is required, preferably in Architecture, Engineering, Business Administration or Construction Management.
• Previous experience with residential/health services/hospitality/high rise/large scale master plan development projects is preferable.
• Must have excellent communication skills, both oral and written; be computer literate and capable of using MS Office 365, Microsoft Project, Adobe Cloud, Internet and Email.
• Must be highly proficient in MS Word, Excel, and Adobe Acrobat Pro.
• Must be fully vaccinated against COVID19 by first day of work.

Job Type: Full-time

Pay: $40,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Use of PPE at project sites, and as required. Use of Zoom meetings.

Ability to commute/relocate:

• Honolulu, HI 96813: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Contracts Administrator: 1 year (Preferred)
• complex construction: 1 year (Preferred)
• administrative: 3 years (Required)
• office management: 2 years (Preferred)

Work Location: In person

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