Executive Assistant

Albert C. Kobayashi, Inc. (ACK) was established in Hawaii, and is 100% locally owned and operated. Since 1963, ACK has served both government and private sector clients in Hawaii. As one of the largest general contractors in the state, ACK specializes in a variety of challenging building construction. ACK emphasizes the importance of teamwork, integrity, and having fun while working hard.

POSITION SUMMARY:

Under direct supervision, executes administrative procedures for Estimating department and the President; follows established policies, procedures, and specific instructions. The primary duties include the exercise of discretion and independent judgment with respect to matters of significance.

ESSENTIAL FUNCTIONS:

• Composes, organizes and types a variety of reports, letters, documents, schedules, proposals, internal documents, meeting minutes and resolutions for meetings, etc.
• Reads project specifications; prepares all request for proposal / bid submittal forms including proposal binders.
• Assist with bids; distributes bid documents to subcontractors and calls subcontractors to follow up.
• Assist jobsites with processing subcontract agreements, permits and mailing documents.
• Review and prepare documents for bid proposal submittals.
• Prepares RFPs (Request for Proposals).
• Gather required certificates, bonds, and permits.
• Prepare subcontractor lists for projects and have jobsite documents signed and disbursed.
• Gather exhibits for subcontracts and have subcontracts signed and disbursed.
• Plans conferences and meetings, makes travel arrangements.
• Maintains files.
• Solicits subcontractor bids for estimators.
• Receives and distributes mail from the corporate email address.
• Comes to work regularly and on time, follows directions, takes criticism, gets along with co-workers and supervisors, treats co-workers, supervisors and customers with respect and courtesy, and refrains from abusive, insubordinate, bullying or violent behavior.
• Oversee the performance of other clerical staff.
• Act as an office manager by keeping up with office supply inventory.

OTHER RESPOSIBILITES (SUPPORTIVE FUNCTIONS):

• Performs other duties as assigned, including: organizing meetings and events, scheduling, sending reminders, acting as the President and staff point of contact among clients and external business partners.
• Relieves the reception desk and switchboard as needed.

MINIMUM QUALIFICATIONS:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he/she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Business School courses and office skill or equivalent education or experience.
• Ability to type 65 WPM accurately, ability to use office equipment - calculator, fax, copier and Microsoft software.
• Knowledge of construction terms and materials preferred.
• Excellent communication (oral or written) and interpersonal skills in dealing with all levels of employees and outside contacts.
• Strong writing and review skills
• Working knowledge of Microsoft software applications.
• Requires maintaining a high level of confidentiality.
• Must demonstrate accuracy and thoroughness and monitors own work to ensure quality.
• Good time management and organizational skills.
• Self-motivated and works well in a team setting.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Waipahu, HI: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

Salary : $35,100 - $44,400