Office Administrator (Wailuku Maui, HI)

Brown and Caldwell•Wailuku, HI

5h•$28 - $46•Hybrid

About The Position

Brown and Caldwell (BC) has an exciting opportunity for a full-time Office Administrator to manage the day-to-day administrative and office operations of our Wailuku Maui office and virtually support our Hilo office. We are looking for someone with strong administrative, office management, and customer service experience who enjoys supporting employees, clients, vendors, and visitors in a professional and welcoming environment. This role is ideal for someone who is organized, resourceful, and comfortable supporting a hybrid workplace by engaging with employees who work in person, virtually, and across multiple offices. As an active member of the regional administrative team, this position will collaborate with business leaders, shared services partners, and administrative colleagues to support consistent office operations, improve processes, and contribute to broader administrative initiatives across the region. The Office Administrator will also help foster employee connection and engagement through onboarding and offboarding support, health and safety coordination, office communications, meetings, events, recognition activities, and other culture-building efforts that strengthen support for BC’s internal and external clients. Join a collaborative team that’s working directly with our business and shared services leaders to enhance our processes to widen and strengthen the support to our internal clients while providing development opportunities for staff to grow. The Office Administrator (Wailuku Maui, HI) role performs complex technical and administrative support tasks. With limited supervision and considerable latitude for independent judgment, this role regularly completes assignments with little to no assistance. While the scope of responsibility is narrow, important decision-making power is exercised.

Requirements

Competence in providing administrative support for complex technical tasks.
Proven ability to work under minimal supervision and make independent decisions.
Good office management skills and some experience in supporting IT services.
Ability to support change management initiatives and promote organizational culture.
Skilled in MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) knowledge of Adobe PDF or Bluebeam and proficiency with Internet applications.
Strong written and verbal communication skills for effective relationship building and fostering collaboration with a variety of business partners.
Demonstrates a strong aptitude for quickly mastering new software applications and documenting procedures, ensuring alignment with BC’s evolving programs and guidelines to maintain up-to-date and compliant operations (i.e., CoPilot, Adobe/Bluebeam/SpecLink).
Typically, a minimum of 4 years of experience in a similar role or industry.
Proven track record of supporting multiple aspects of an office environment, including some onboarding and offboarding.
Some prior experience coordinating health, safety, and facilities management.
A minimum of a High School Diploma is required for this role.
Microsoft Office Certification or other directly related experience.

Nice To Haves

Typically 4+ years of experience in an administrative, office management, or business support role, preferably in a professional services, engineering, consulting, or similarly matrixed environment.
Demonstrated experience supporting day-to-day office operations, including visitor hospitality, vendor coordination, office supply management, mail and shipping services, conference room readiness, and workplace upkeep.
Experience supporting a hybrid or virtual office environment, including communicating with employees who work in person, remotely, or across multiple offices.
Experience coordinating employee onboarding and offboarding activities in partnership with supervisors, Human Resources, Digital Services, and other internal teams.
Experience supporting health and safety initiatives, facilities coordination, office inspections, emergency preparedness activities, training coordination, or related workplace operations.
Experience planning and supporting employee engagement activities, office meetings, volunteer events, recognition moments, or other culture-building initiatives.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing office and business needs.
Excellent written and verbal communication skills, with the ability to draft clear office communications, MS Teams posts, announcements, and employee-facing updates.
Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams; familiarity with Adobe PDF, Bluebeam, SpecLink, SharePoint, or similar business tools is a plus.
Ability to exercise sound judgment, maintain confidentiality, and work independently with limited supervision.
Strong customer-service mindset with the ability to build positive relationships with employees, clients, vendors, property management, technology teams, and shared services partners.
Comfort troubleshooting basic office technology issues and coordinating with internal support teams to resolve conference room, hoteling station, access, and equipment concerns.
Demonstrated ability to learn new systems quickly, follow established processes, and document procedures to support consistency and compliance.
Associate degree or coursework in business administration, office management, communications, or a related field preferred.
Relevant administrative, office management, technology, or professional development certifications may be considered in combination with experience.
Microsoft Office certification, project coordination training, health and safety coordination training, or other directly related education is a plus.

Responsibilities

Oversee office management duties and ensure optimal operation of the office.
Partner and collaborate with local operations leader as needed re: employee/office communications, and any other office related issues or concerns.
Communicate with property management on office concerns and issues to resolve in a timely manner.
Maintain conference room equipment – working closely with the internal IT services to troubleshoot technology issues and concerns.
Collaborate and coordinate with the internal facilities team for building management concerns and move coordination.
Maintain common areas to create a professional and inviting space.
Maintain organization of the office space, from coordinating green recycling to ensuring office supplies are stocked and readily available.
Provide comprehensive administrative support and assistance to all staff members for various office functions and operations.
Act as a point of contact for office-related inquiries and issues.
Perform assignments of a confidential nature for functional groups and managers; virtually support other nearby Brown and Caldwell (BC) offices as needed; understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance.
Prepare written communications such as office-wide emails, office MS Teams posts.
Manage office visitors (welcoming clients, vendors, guests, and staff).
Troubleshoot and coordinate with BC’s helpdesk to solve technology issues with conference rooms, hotel stations, OpenPath, and employee concerns in regard to BC’s technology.
Arrange travel and support with expense report reconciliation as needed for senior staff.
Submit local office vendor invoices with correct vendor and GL codes to AP for timely processing.
Schedule and coordinate vendor (technical) lunch and learn activities.
Maintain common area upkeep and provide a welcome experience for staff.
Maintain office supply inventories.
Coordinate mail, courier services, and FedEx shipments.
Maintain office directory pages on the BC Pipeline.
Submit sponsorship and membership requests through designated process.
Manage project archive requests and pull appropriate files from offsite archiving companies.
May maintain fleet vehicles to comply with BC standards for routine car upkeep (oil, tire rotation, new tires). Submit mileage logs as required monthly.
Maintain quality standards with branded templates and adhering to the company style guide.
Coordinate and assist with formatting reports, letters, technical memoranda, marketing materials, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics, and other diverse content.
Proofread reports, records, and other data for accuracy.
Partner with new employee supervisor/hiring manager, digital services, and Human Resources to provide an outstanding experience for both new hires and departing employees.
Support supervisors with tailored new employee onboarding plans.
Work closely with the Supervisor, Human Resources, and Digital Services teams to ensure a smooth and positive offboarding experience for employees. while recognizing and appreciating their contributions during their tenure at BC.
Support first day new employee orientations and troubleshooting with new digital services equipment
Assist with timesheet, Health and safety orientation, and other specific onboarding orientations.
Draft new employee announcements.
Assist with new employee photo.
Partner with local operations leader to foster employee engagement and connection for all staff (in-person, hybrid, and virtual employees).
Lead, plan, coordinate office events, (social, volunteer, and internal giving campaigns) employee, and project celebrations throughout the year).
Schedule and coordinate monthly office All Hands meeting.
Use office MS Teams channels to communicate office information, company information, staff acknowledgements and other various topics to encourage employee engagement.
Maintain and track office social spend budget.
Flexibility to adapt and execute various additional assignments based on evolving needs.
May collaborate with local and national health and safety team to support local operations leader with facilitating company health and safety program, being a champion for company health and safety culture development.
Assist with incident management following current Incident Management Program guidance and expectations which may include, escalation of event to operational leader and company H&S team, supporting initial detail reporting, participating and/or leading event investigation as well as supporting identified and/or implementation of related corrective and preventative actions.
Assist local operations leaders and employees in participating in company work observation and project auditing programs following current respective program guidance and expectations.
Conduct new hire health and safety orientations and support supervisors with assigning initial H&S training in the company’s current Learning Management System (LMS) following current company and H&S Training program guidance and expectations.
Assist employees with maintaining H&S compliance training.
Conduct monthly office inspections following current H&S program guidance and expectations.
Assist with maintaining and updating the office emergency action plan, including supporting the coordination of at least one (1) annual emergency drill following current H&S Program guidance and expectations.
Maintain and keep an inventory of Personal Protective Equipment (PPE) supplies per current company guidance and expectations. This includes supporting employees with maintaining their own PPE kit/supplies as well as any field first-aid kits as current.
Support employee exam scheduling following current company Medical Surveillance Program guidance and expectations.
Coordinate local in-person H&S training classes that may include but not be limited to first aid/CPR/AED, Permit-Required Confined Space Entry, and other health and safety related trainings as needed or requested.
Assist employees with annual ergonomic evaluations and help procure needed equipment following current company’s Ergonomic Program guidance and expectations.
Support and participate in company Safety Week activities and other routine company health and safety communication distribution.
Participate in company H&S program routine calls, anticipated to occur at least monthly.
May provide mentorship, guidance, support, and knowledge-sharing to help less experienced team members develop their skills and grow within their roles.