Office Administrator

CFHT Corporation•Waimea, HI

3d•Onsite

About The Position

Canada-France-Hawaii Telescope (CFHT) has an immediate opening for an Office Administrator at our Headquarters in Waimea (Kamuela), Hawaiʻi, USA. We are looking for a highly organized, service-oriented professional with a background in office administration and a genuine enthusiasm for supporting a dynamic, multicultural team. CFHT operates a world-class astronomical observatory on the summit of Maunakea on the island of Hawaiʻi, providing outstanding scientific data to a worldwide community of researchers. Our headquarters team in Waimea is a close-knit, collaborative group that takes pride in supporting the telescope's mission while being deeply connected to the local community. If you're looking for meaningful work in a unique environment - we say 'mahalo' for your interest!

Requirements

Two years of college coursework in administration, business, or a related field, plus at least three years of hands-on office administration experience.
Proficiency in Windows, MS Office, Adobe Acrobat, and general PC file management.
Strong written and verbal communication skills, with the ability to engage effectively across diverse teams and external partners.
Excellent interpersonal and customer service skills, with a collaborative, team-oriented mindset and solid problem-solving ability.
A highly organized, detail-oriented approach, with the ability to prioritize, multitask, and meet competing deadlines independently and under pressure.
Trustworthy, dependable, and discreet - this role involves exposure to sensitive organizational information.
Friendly, approachable, and genuinely service-oriented, with a positive attitude and a desire to make things run smoothly for everyone around them.
Respectful of the diversity of the CFHT team and the broader community, including the cultural significance of Maunakea to the Native Hawaiian people.
Willing to be flexible and pitch in where needed - no two days are quite the same!

Nice To Haves

Familiarity with 'Ōlelo Hawaiʻi and an understanding of Hawaiʻi cultural and community context.
Knowledge of freight shipping procedures and customs regulations.
Experience in procurement support, travel administration, and/or event planning.

Responsibilities

Managing front-office operations, including reception, visitor coordination, mail handling, phone routing, and general office support.
Providing administrative support across all departments, including scheduling, document management, and coordination of company events and meetings.
Managing the full procurement cycle - from requisitions and sourcing through to purchase orders and vendor management - in compliance with internal approval processes.
Coordinating inbound and outbound shipping, including freight booking, customs clearance, insurance, and tracking.
Arranging end-to-end travel for staff and visitors, including bookings, expense reports, and compliance with company travel policy.
Overseeing scheduling and maintenance of the company apartment and supporting logistics for hosted visitors.
Providing backup support for accounts payable and overseeing office systems, equipment, and service providers.
Supporting internal staff services such as telecom, staff physicals, and cold-weather gear.
Ensuring compliance with safety policies and contributing to a collaborative, service-oriented work environment.