Office Manager (Wailuku)

Office Manager Duties and Responsibilities The ADC Office Manager position requires an employee who thrives in a creative, challenging, ever-changing environment; and possesses a keen ability to multi-task, prioritize and organize.
Must be a self-starter with high integrity, basic accounting skills and enthusiasm for Architectural Design & Construction, Inc.
Must possess strong information technology skills, communication skills, leadership abilities and a natural customer service inclination.
Accountability: • Report to the Administration Manager.
• Work with all Managers and Employees of ADC and NAI in any way to achieve the goals and vision of the Company.
• Support staff to Architects, Construction, and Administration with all daily operations and clerical functions.
• Protect information that is confidential and proprietary.
Assist all Managers and Employees in facilitating confidential business matters.
• Protect the financial interests and integrity of the Owner, Company, employees, investors, and associates.
Adhere to all professional, municipal, and Company policies, requirements, and procedures.
• Proactively provide outstanding customer service to all.
• Conduct all Company business in a way that conveys ADC’s ethics and integrity; and builds a relationship of trust and respect.
• Manage the overall operations of the office.
• Possess strong information technology skills and an inclination to learn new programs.
• Adept in research, investigation, and problem-solving skills.
Office Administration: • Responsible for the overall operations of the office.
Assume duties as needed.
• Monitor and maintain the current status of all licenses, business registrations, vehicle registrations, tax clearances.
• Responsible for the overall cleanliness and appearance of the office.
• Oversee and assist in all administrative contracts/leases.
• Purchase and maintain inventory of office and architectural supplies.
Coordinate purchase of ADC logo wear and signs.
• Maintain all office machines and order all supplies for the machines.
• First to answer and properly process phone calls.
• Run errands for all departments, as needed.
• Open and distribute incoming mail.
Forward confidential mail unopened.
• Provide technical support for the office.
Assist with coordinating existing and future technical services and projects.
• Set up computers for new employees and enroll them in the applicable work applications and programs.
• Assist Principal and Project Designers with AIA agreements.
• Help schedule and coordinate team meetings.
Assist with updating and distributing the applicable documents needed for these meetings.
• Assist with the purchase and sale of any equipment or machinery.
• Send documents out for electronic signing.
Monitor and track status of documents.
• Assist with the termination of an LLC as needed.
• Help with the AIA Scholarship Fundraiser.
Human Resources • Assist the Administration Manager with the onboarding, deboarding, and terminating process for employees.
• Assist with posting job ads.
• Organize work anniversary celebrations for team members.
Accounting: • Assist with basic accounting duties as needed and special accounting projects as assigned.
• Work with Accountant to provide access to the financial records for appropriate ADC personnel, clients, insurance, and municipal authorities.
• Raise questions on any exception item that passes through accounting, such as invoice, request for payment, time sheets, contracts, etc.
• Assist with filing accounting documents as needed.
• Create and process lien releases for Trade Contractors.
Issue checks to Trade Contractors.
• Receive completed timesheets on schedule.
Obtain approval from the proper authority and forward them to the President, Administration Manager, and Accountant.
• Create a new timesheet template for employees at the beginning of each pay period.
• Prepare and make bank deposits.
• Assist in the preparation of mileage reimbursement forms.
• Obtain approval and cost coding for each payable invoice from the proper ADC/NAI authority.
• Coordinate the signing and filing of tax documents when received from the CPA.
Send investors their tax documents.
Construction: • Build relationships with Strategic Alliance Members.
Work to develop beneficial opportunities.
• Produce and process Trade Agreements.
Ensure that the Trade Contractor’s insurance and license are in good standing at the time.
• Maintain Trade Contractor Databases.
• Obtain and keep current Certificates of Insurance for Trade Contractors.
Maintain corresponding databases.
• Keep Company professional licenses current.
Ensure that Trade Partners maintain current licenses.
• Learn CoConstruct and work with Project Manager to update and track Trade Contractor information as needed.
• File all Notice of Completions with the Maui News as directed by the Project Manager.
• Facilitate Turnover and Warranty.
• Assist with creating project binders for ongoing jobs and clients.