Administrative Office Manager

OFF DA HOOK

Honolulu, HI Job Details Full-time $22 - $32 an hour 14 hours ago Benefits Health insurance Qualifications Office supply management Accounting experience within construction industry Vendor relationship building Customer follow-ups Communication with suppliers Vendor contracts Correspondence management Confidential information handling Microsoft Excel Office activity coordination Construction payment applications Coordinating with subcontractors on construction projects Accounts receivable management Phone communication Construction contract administration Operations coordination Service scheduling Construction payment processing Filing Construction management software Team scheduling Purchase order management Financial management report preparation Mid-level Project communication management Accurate transaction records management Customer payment reminders Invoice payment processing Construction budget management Financial records management Full Job Description About the Position We are seeking a highly organized, dependable, and detail-oriented Administrative Office Manager to oversee daily office operations and provide administrative support to our construction team. The ideal candidate has strong organizational and communication skills, can manage multiple priorities, and is comfortable working in a fast-paced construction environment. This position plays an important role in keeping projects organized, coordinating schedules, managing documentation, communicating with clients and vendors, and ensuring the office operates efficiently. Job Description The Administrative Office Manager will be responsible for managing day-to-day administrative functions, assisting with construction project coordination, maintaining accurate records, processing invoices, and supporting management with scheduling, budgeting, contracts, and general business operations. The successful candidate will work closely with company management, project managers, field crews, subcontractors, suppliers, and clients to ensure projects and office operations run smoothly. Key Responsibilities Office Administration Oversee daily office operations and maintain an organized, professional work environment. Answer phone calls, respond to emails, and manage incoming correspondence. Maintain electronic and physical filing systems. Prepare, organize, and maintain contracts, estimates, proposals, and project documents. Manage calendars, appointments, meetings, and company schedules. Assist management with administrative tasks and special projects. Construction Project Coordination Assist with scheduling construction projects, site visits, inspections, and meetings. Coordinate with project managers, subcontractors, suppliers, and field personnel. Track project timelines, deadlines, and outstanding tasks. Follow up on material orders, deliveries, permits, and other project requirements. Maintain project files and ensure documentation is complete and up to date. Help coordinate communication between the office, job sites, clients, and vendors. Financial and Accounting Support Prepare and process invoices, purchase orders, and payment requests. Track customer deposits, progress payments, outstanding balances, and accounts receivable. Assist with accounts payable, expense tracking, and basic budgeting. Maintain accurate financial and project records. Follow up with clients regarding invoices, payments, and required documentation. Assist management with estimates, cost tracking, and financial reports. Client and Vendor Relations Serve as a primary administrative point of contact for clients, vendors, and subcontractors. Communicate professionally regarding project schedules, estimates, invoices, and updates. Request and organize vendor quotes and compare pricing when needed. Maintain positive working relationships with clients, suppliers, and business partners. Help resolve administrative issues and ensure timely follow-up. General Business Support Assist with preparing proposals, scopes of work, contracts, and change orders. Maintain employee, vendor, and project documentation. Organize receipts, timesheets, and other business records. Assist with ordering office supplies and coordinating general business needs. Handle confidential company and client information professionally. Qualifications Previous experience in office management, administrative support, or business operations. Experience in the construction industry is preferred. Strong organizational, time-management, and multitasking skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office, including Word, Excel, Quickbooks. Experience with invoicing, estimates, contracts, or basic bookkeeping. Ability to maintain accurate records and meet deadlines. Strong attention to detail and problem-solving abilities. Ability to work independently while supporting a team. Professional demeanor and commitment to excellent customer service. Preferred Qualifications Experience coordinating construction projects and working with subcontractors. Familiarity with construction estimates, scopes of work, change orders, and progress billing. Experience with QuickBooks or construction management software. Knowledge of purchase orders, vendor coordination, and project cost tracking. Experience managing multiple projects simultaneously. What We're Looking For We are looking for someone who takes initiative, stays organized, communicates effectively, and can help keep our construction business running efficiently. The ideal candidate is proactive, dependable, resourceful, and comfortable managing multiple responsibilities while providing reliable support to management and project teams. How to Apply Interested candidates should submit a resume and a brief introduction outlining their relevant experience and qualifications to . We look forward to finding a motivated professional who will grow with our team and contribute to the continued success of our company.

Pay:

$22.00 - $32.00 per hour

Benefits:

Health insurance

Work Location:

Hybrid remote in Honolulu, HI 96813