Aloha!
We seek an energetic, proactive, and detail-oriented Administrative Assistant to perform invoice preparation, support proposal submittals, gather and organize project forms, assist with client relation efforts (including inputting and retrieving information from our CRM system) and other general duties as required. This position will report directly to our Office Manager.
This is a full-time position for an experienced, career-minded professional.
Location: This is a hybrid position in our Kailua office.
Essential Skills and Experience
Above average knowledge of MS Office tools, including Word, Excel, and Teams
Above average computer/internet skills
Excellent written and verbal communication skills
Self-starter and critical-thinker
Ability to allocate resources and time
Exceptional productivity - ability to work under tight time constraints and schedules
Excellent organization skills, attention to detail, and accuracy
Ability to function effectively independently and in a team environment
Ability to prioritize tasks based on urgency and importance
Willingness to receive and follow directions
Ability to interact and multitask with project team members and clients
Ability to learn new skills, knowledge, and technical abilities quickly
Responsibilities
Prepare and submit project invoices in a timely manner
Answer phones and communicate information to staff promptly and accurately
Contribute to and support preparation of project proposals
Input and extract data to/from our client relations management (CRM) system
Assist with client relations efforts
Support business development efforts
Gather, organize, and proof read project documentation; communicate deficiencies to staff
Provide suggestions for system improvements
Review time sheets and calendars for all staff
Manage certification renewal requirements for project staff
Manage travel arrangements and reservations
Order supplies and track office inventories
Other tasks as requested by the Office Manager and as needed to support the success and improvement of the company
Benefits
Salary
Fully paid medical insurance (includes vision and dental)
PTO
401K
Holidays
Training/mentoring
Hybrid work environment
Flex time
Recognition and reward for excellent performance
Requirements
Two or more years experience in a similar position
Self-motivated
Excellent interpersonal skills
Ability to communicate clearly, read and write in English
Detail oriented with excellent written communication skills
Computer efficient
Ability to work effectively as part of a team; and take control of assigned work
Ability to communicate effectively with diverse groups of clients
Must be able to pass a criminal background check, drug test, and have clean driving record
Must have dependable transportation and valid driver's license
Additional Desirable Qualifications:
Four year degree
Experience with AP/AR
Experience with CRM programs
Accounting background
Knowledge of local construction/development industry
Knowledge of local commercial real estate industry
Business development or marketing background
Qualified and interested candidates please send a cover letter and resume, along with three local references in response to this ad.