Office Manager/Administrative Assistant

Job Overview We are seeking a highly organized, detail-oriented Office Administrator / Coordinator to join our construction team here in Kailua-Kona, Hawaii. This position plays a critical role in keeping daily office operations, accounting processes, vendor coordination, and project documentation running accurately and efficiently. This is not simply an administrative support role — we are looking for someone who takes ownership, thrives in an independent work environment, and understands that every invoice, file name, and accounting entry matters. Construction accounting experience and prior experience with Sage 100 Contractor and QuickBooks are strongly preferred. Key Responsibilities

• Process accounts payable invoices in Sage 100 Contractor
• Process accurate job costing and invoice coding
• Download, organize, and file invoices within SharePoint project folders
• Maintain strict file naming conventions and document organization
• Process vendor payments, check runs, and reconciliations
• Assist office manager with reconciling bank accounts and vendor statements
• Manage accounting and administrative email inboxes
• Collect and maintain W-9s, Certificates of Insurance, and subcontractor compliance documents
• Coordinate with project managers, vendors, subcontractors, and field staff
• Review and reconcile job cost reports between systems
• Maintain company registrations, permits, and compliance documentation
• Assist with insurance audits and company records
• Answer phones, greet visitors, and support daily office operations Required Qualifications
• Accounting experience
• Prior experience with Sage 100 Contractor
• Prior experience with QuickBooks
• Construction accounting background preferred
• Experience with Accounts Payable, Job Costing, Vendor Reconciliations, and construction-related accounting workflows
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and deadlines
• Proficiency in Microsoft Office and SharePoint
• Professional communication and organizational skills
• Dependable, proactive, and able to work independently Preferred Qualifications
• Experience working in the construction industry
• Associate's or Bachelor's degree in Accounting, Business Administration, or related field What We Offer
• Full-time, stable position
• Monday-Friday schedule
• Collaborative team environment
• Opportunity for growth within the company
• Hands-on role with meaningful responsibility We're looking for someone in person who values organization, accountability, and accuracy in their work and would enjoy becoming part of our team.

Pay:

$70,000.00 - $75,000.00 per year

Work Location:

In person