Office Administrator (Wailuku Maui, HI)

Brown and Caldwell (BC) is seeking a full-time Office Administrator to manage the day-to-day administrative and office operations of our Wailuku Maui office and virtually support our Hilo office. This role is ideal for an organized, resourceful individual who enjoys supporting employees, clients, vendors, and visitors in a professional and welcoming environment, while engaging with a hybrid workforce across multiple locations.

About the Role

As an active member of the regional administrative team, this position collaborates with business leaders, shared services partners, and administrative colleagues to support consistent office operations, improve processes, and contribute to broader administrative initiatives. The Office Administrator fosters employee connection and engagement through onboarding/offboarding support, health and safety coordination, office communications, meetings, events, recognition activities, and other culture-building efforts.

Responsibilities

• Office Management
  • Oversee office operations, partnering with the local operations leader on employee/office communications and resolving issues.
  • Communicate with property management to address office concerns promptly.
  • Maintain conference room equipment, troubleshooting technology issues with IT services.
  • Coordinate with the internal facilities team for building management and move coordination.
  • Maintain common areas to create a professional and inviting space, including green recycling and office supply stocking.
• Administrative Support
  • Act as the point of contact for office-related inquiries and issues.
  • Handle confidential assignments for functional groups and managers, adhering to corporate policies.
  • Prepare office-wide communications (emails, MS Teams posts).
  • Manage office visitors (clients, vendors, guests, and staff).
  • Troubleshoot technology issues (conference rooms, hotel stations, OpenPath) with BC’s helpdesk.
  • Arrange travel and reconcile expense reports for senior staff.
  • Submit vendor invoices with correct codes for timely processing.
  • Schedule vendor lunch-and-learn activities.
  • Maintain office supply inventories, mail/courier services, and FedEx shipments.
  • Update office directory pages on BC Pipeline.
  • Submit sponsorship and membership requests through designated processes.
  • Manage project archive requests and retrieve files from offsite archiving companies.
  • Maintain fleet vehicles (if applicable) and submit monthly mileage logs.
• Correspondence/Client Deliverables
  • Coordinate and assist with formatting reports, letters, technical memoranda, marketing materials, Scopes of Work, and Design Specifications.
  • Proofread reports, records, and data for accuracy while adhering to branded templates and the company style guide.
• Onboard/Offboard Employees
  • Partner with supervisors, HR, and Digital Services to create tailored onboarding plans for new hires.
  • Ensure a smooth offboarding experience, recognizing departing employees’ contributions.
  • Support first-day orientations, troubleshoot digital services equipment, and assist with timesheet/health/safety orientations.
  • Draft new employee announcements and assist with employee photos.
• Culture
  • Lead and coordinate office events (social, volunteer, internal giving campaigns, celebrations).
  • Schedule and facilitate monthly office All Hands meetings.
  • Use MS Teams to communicate office/company updates, staff acknowledgments, and engagement initiatives.
  • Maintain and track the office social spend budget.
• Health & Safety
  • Collaborate with local and national health/safety teams to support program facilitation and culture development.
  • Assist with incident management, including reporting, investigations, and corrective actions.
  • Support work observation and project auditing programs.
  • Conduct new hire health/safety orientations and assign training in the Learning Management System (LMS).
  • Maintain H&S compliance training and conduct monthly office inspections.
  • Update the office emergency action plan and coordinate annual emergency drills.
  • Manage Personal Protective Equipment (PPE) inventory and support employee exam scheduling.
  • Coordinate local H&S training (e.g., first aid/CPR/AED, confined space entry).
  • Assist with ergonomic evaluations and equipment procurement.
  • Participate in Safety Week activities and routine H&S communications.
• Mentorship
  • Provide guidance, support, and knowledge-sharing to less experienced team members.

Requirements

• Minimum of 4 years of experience in a similar administrative, office management, or business support role.
• Proven track record supporting office environments, including onboarding/offboarding.
• Experience coordinating health, safety, and facilities management is a plus.
• High School Diploma required; Microsoft Office Certification or related experience preferred.

Preferred Qualifications

• 4+ years in an administrative or office management role, preferably in professional services, engineering, or consulting.
• Experience supporting hybrid/virtual offices and communicating with in-person/remote employees.
• Demonstrated experience in office operations (visitor hospitality, vendor coordination, supply management, mail/shipping, conference room readiness).
• Experience planning employee engagement activities, meetings, or culture-building initiatives.

Skills

• Strong organizational skills with the ability to manage multiple priorities and adapt to evolving needs.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook, Teams) and familiarity with Adobe PDF/Bluebeam/SpecLink.
• Excellent written/verbal communication for drafting office communications, announcements, and updates.
• Ability to work independently, make decisions, and support change management initiatives.
• Aptitude for mastering new software and documenting procedures to align with BC’s programs.