Office Administrator (Wailuku Maui, HI

Office Administrator

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.

Job Summary

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.

Responsibilities

• Office Management: Oversee office management duties and ensure optimal operation of the office.
  
  Responsibilities include:
• 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.

• Administrative Support: Provide comprehensive administrative support and assistance to all staff members for various office functions and operations.
  
  Responsibilities include:
• 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, Open Path, 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 Fed Ex 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…