Office Administrator – Junior to Mid Level

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively seeking an Office Administrator for our Honolulu Business Unit, which includes over 25 engineering, planning, and design staff. We are looking for this role to be the heart of our Business Unit! As a successful hire, your main goal will be to help create and maintain a positive and productive work environment. You will provide oversight and support for office administrative operations and serve as the primary point of administrative contact for internal and external coordination. This position is planned for part time 24 hours a week, to full time 40-hours a week.

About Moffatt & Nichol: 

Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in transportation. For the 4th year in a row, Moffatt & Nichol is Ranked #1 in Engineering News-Record for Marine & Port Facilities in the U.S. Additionally, our firm consistently ranks in the Top 100 Pure Designers in the US and the Top 50 Designers in International Markets. 

Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy. 

Duties and responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

• Work with the business unit leaders, managers, and senior staff to create a welcoming, comfortable and functional workplace for all employees and guests in the Honolulu offices
• Serve as the primary point of administrative contact for internal and external inquiries, including addressing various requests from the corporate team and maintaining close collaboration with the administrative managers of other offices within the company
• Manage inventory and organization of office supplies, kitchen food and supplies, in-office safety equipment, and field equipment
• Coordinate maintenance and registration of the office vehicle
• Input and track business unit payable invoices (non-project related) into the company accounting system, including preparing expense reports and associated receipts and backup documentation
• Coordinate with the company Information Technology (IT) and Human Resources (HR) teams to ensure that the business unit staff has consistent and reliable support
• Coordinates office business and social events, both in-office and offsite, which may include travel arrangements, distribution of company marketing materials, and similar efforts
• Track registration/renewal deadlines for professional licenses, professional organizations, and similar
• General clerical support including typing, formatting documents, updating resumes, supporting proposal production, packaging deliverables, preparing packages for mailing and/or transmittal, creating electronic job folder, scanning and copying documents, and similar efforts
• Maintain office employee work schedule and office calendar
• Potential to manage junior administrative staff in the future

Other duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. We are also looking for a proactive individual in this role that will contribute their own ideas to creating and maintaining a great atmosphere! 

Qualifications:

• Associate’s degree or higher or equivalent experience; required
• 3-5+ years or more as an administrative assistant in an office environment; required
  • AEC industry experience strongly preferred
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Outstanding communication and interpersonal abilities
• A proactive attitude with the ability to anticipate needs and take initiative
• Excellent organizational skills
• Ability to handle confidential information with discretion
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