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Architectural Design & Construction, Inc. Logo Architectural Design & Construction, Inc. · Office Administration

Office Manager

United States, Maui · Job Posted December 06, 2025
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Requirements

  • 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
  • Responsible for the overall operations of the office
  • 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
  • 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
  • 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
  • Build relationships with Strategic Alliance Members
  • Work to develop beneficial opportunities
  • 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
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