Administrative Assistant

Bowers Kubota Consulting is a full-service architectural, engineering, planning, construction management, and project/program management firm that has been servicing the islands for more than forty years. Recognized as one of the Best Places to Work both nationally and in Hawai'i, we are dedicated to delivering successful projects of superior quality to our clients through teamwork and integrity. 

We are looking for an enthusiastic Administrative Assistant to join our award-winning Architecture team, recognized as a Top 300 U.S. Firm by Architectural Record. They will play a crucial role in providing technical and administrative support to project teams, ensuring efficient project coordination, and contributing to the overall success of our projects. This position assists the Project Manager/Team Leads with managing general admin for the overall project.  In addition, their duties are to assist with preparation of fee proposals and possibly other administrative duties related to business and Architecture departmental development. 

JOB QUALIFICATIONS:

• Minimum High school diploma. Preferred Bachelor’s degree in Business Administration, Project Management, or a related field or general and organizational training
• Minimum 3 - 5 years of administrative experience, preferably in the AEC industry
• Excellent communication skills over the phone and in person.  Able to interact with internal and external customers
• Excellent verbal and written communication skills
• Knowledge of how to communicate in a multidisciplinary environment
• High proficiency in Microsoft Office Suites, especially Word and Excel with working knowledge of MS Projects helpful
• Knowledge of SharePoint & Deltek helpful
• Basic Plan Reading and familiarity with construction specifications (Project Manual) helpful
• Exceptional customer service skills in serving clients
• Detail-oriented, efficient, and exceptionally organized
• Self-starter with initiative, responsiveness, strong follow-through
• Creative, energetic and collaborative mindset is a must
• Being able to work in a fast-paced environment
• Ability to work with minimal supervision
• Ability to multi-task projects and tasks with the ability to prioritize and plan work activities efficiently with ability to meet deadlines
• Ability to manage information from multiple sources concurrently
• Ability to sit for extended periods of time while working on the computer and communicating with various customers via telephone
• Excellent hand-eye coordination is necessary for various pieces of equipment
• Ability to occasionally lift and/or move up to 10 pounds
• Ability to stand, walk, lift, reach, finger, or grasp, feel, talk, hear, and to do repetitive motion.
• Positive service-oriented attitude toward the firm, our employees, and the clients

ESSENTIAL JOB FUNCTIONS:

• Assist in reviewing and providing response to Requests for Proposals, preparing fees and contracts.
• Facilitate requests for internal and external engineers and consultant proposals which may include emails, filing and inputting into fees calculation spreadsheets.
• Assist with generating financial and time projected/spent reports from Deltek, training will be provided.
• Solution oriented problem solver
• Manage correspondence, reports, documentation, general admin for overall project
• Answer project phone calls
• Set up, maintain, and closeout filing system and document logs either electronically or hard copy or both
• Audit Certified Payroll to ensure legal compliance
• Take and prepare meeting minutes as well as generate project weekly and month reports
• Process of monthly payment request
• Assist PMTLs as needed on project tasks
• Provide support and occasionally manage special projects in support of overall development and growth of the Architecture Department.
• Able to perform other duties when assigned by supervisor if needed 

DEPARTMENT: Architecture

LOCATION: Waipahu, HI

SALARY RANGE: $46,800 – 62,400 per year depending on experience

Equal Opportunity Employer/Vets/Disabled

100% Employee Owned