Office Administrator

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. We are seeking an Office Administrator to support office staff, coordinate meetings/events, and oversee the day-to-day office operations. This position requires the employee to be in-person, onsite in our Honolulu Office.

At Carollo you’ll make an impact at an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong. You’ll work alongside a collaborative and dynamic team of professionals that is truly passionate about our work. Carollo’s vision is to be the BEST water consulting firm and you’ll find that Carollo is also the best place for you to build your career.

• Supervises all day-to-day office operations.
• Coordinate with corporate departments and building management to ensure new hires will have materials needed prior to the first day of work.
• Conducts New Hire Orientations for engineers and office staff and complete all onboarding procedures.
• Coordinate with Building and Parking Management to grant access to new employees as needed.
• Interfaces with all corporate departments to facilitate proper handling of paperwork, (Accounting, Human Resources, Legal, Facilities and Information Technology departments).
• Coordinates final termination and offboarding of employees to ensure protection of intellectual properties.
• Coordinate with Building and Parking Management to remove access for separated employees as needed.
• Coordinate annual facilities budget projection.
• Conducts office safety inspections and maintain safety data sheets for onsite supplies.
• Coordinate safety training as required by Building Management annually with staff.
• Evaluates ergonomics of employee workstations and coordination with facilities/HR as needed to resolve issues.
• Work with building management to resolve facilities issues.
• Maintain conference room setup/cleanup for meetings and coordinate with vendors when an external conference space is needed.
• Coordinate meals for office and project meetings.
• Coordinate, update, and present agenda for monthly office meetings.
• Attend quarterly Office Administrator meetings and share information with the office.
• Coordinate, schedule, or attend additional meetings/events as requested by the Office or Business Development Manager.
• Orders, replenishes, and distributes all supplies for the office (including office, kitchen, and safety supplies).
• Coordinates petty cash and accounting issues with accounting group.
• Coordinates check requests with engineers and accounting as directed by the Office or Business Development Manager.
• Coordinate conference/event registration for employees.
• Assist with expense reporting for employees.
• Submit office expense reports monthly and meet required deadlines.
• Coordinates with engineers and proposal managers in central office as needed.
• Proactively elicits project management information for workload scheduling.
• Performs proposal preparation and other marketing/business development services as assigned by the Office or Business Development Manager.
• Ensures adequate staffing, hardware, and software to complete work in an accurate and timely manner.
• Examines completed work for quality control and compliance with company standards.
• Troubleshoots and resolves computer/software related issues using support from all areas of the company.
• Provides system training for new engineers and office staff.
• Assists engineers with routine office, project, and travel scheduling related tasks.
• Assist the Office Manager with office related tasks.
• Reproduction/document assembly and coordination with vendors.
• Physical and electronic document and file management.
• Office events/party planning.
• Coordinate and process incoming/outgoing shipments/mail and distribute as needed.
• Assist Office Manager and corporate facilities group with office relocations/expansions.
• Answer phones and route callers to the appropriate employee/department.
• Coordinate office space for visiting employees from other offices.
• Coordinate professional portraits for staff as requested by the Office or Business Development Manager.
• Obtain and maintain notary public status as deemed necessary by the Office Manager.
• Coordinate company vehicle maintenance as needed.
• Other required duties as assigned by the Office and Business Development Managers.

• High school diploma or equivalent, some college business courses or business vocational instruction.
• Minimum of 5 years professional experience in office administration.
• Strong verbal and written communication skills.
• Excellent organizational and administrative skills.
• Ability to work without direct supervision.
• High level of critical thinking.
• Professional experience handling confidential/sensitive issues.
• Ability to multi-task, exercise good judgment, be detail-oriented and always maintain professionalism.
• Prioritize as business/workload dictates and deadline changes.
• Ability to show initiative and be proactive. Ability to juggle multiple priorities and exercise judgment on order of completion of tasks.
• Proficiency with Word (basic to intermediate level: styles, graphics, tables, outlines, table of contents).
• Proficiency with Excel (basic to intermediate level: formatting, header/footer, file path name, etc.).
• Proficiency with Adobe Acrobat (basic to intermediate level: converting files into PDF format, adding bookmarks and thumbnails, appending pages).
• Previous experience using scanning & OCR software and hardware (varies from office to office).
• Experience in Windows environment (explorer, control panel, printer setup, etc.).
• Ability to lift up to 50 pounds.
• Valid driver’s license
• Owns and maintains personal vehicle, to be used for picking up or delivering documents to clients and obtaining supplies as needed. Mileage reimbursement will be provided.

• Bachelor’s Degree.
• Experience with additional Microsoft Office Suite and Adobe Creative Cloud applications (Teams, InDesign, Photoshop, Project, and PowerPoint).
• Previous experience with engineering professionals.

$25 to $35 per hour. This is the lowest to highest amount we in good faith believe would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the care employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services and discount programs. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.  Eligibility for benefits varies based on employment status.