Administrative Assistant

Bowers + Kubota Consulting is a full-service architectural, landscape architecture, engineering, planning, construction management, and project/program management firm that has been servicing the islands for more than forty years. Recognized as one of the Best Places to Work both nationally and in Hawai'i, we are dedicated to delivering successful projects of superior quality to our clients through teamwork and integrity.

We are seeking an organized, detail-oriented Administrative Assistant to support our Maui operations and project teams. The position will focus on project administration, document control, certified payroll review, project quality standards, QC audit support, closeout documentation, office coordination, and general administrative support. The Administrative Assistant will help maintain complete, accurate, timely, and audit-ready project records in accordance with company standards and project requirements. Greeting visitors and answering or directing phone calls will be intermittent duties, as those functions are not regularly needed

JOB QUALIFICATIONS:

• High school diploma or equivalent required; additional education or training in business, accounting, office administration, or related field is preferred.
• Prior administrative assistant, project administration, payroll, accounting support, or similar experience.
• Experience reviewing certified payroll or supporting prevailing wage/public works compliance is preferred.
• Experience with quality-control checklists, document audits, records management, SharePoint filing systems, and construction project closeout is preferred.
• Experience in the architecture, engineering, construction, or construction management industry is preferred.
• Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.
• Strong attention to detail, organization, follow-through, and problem-solving skills.
• Ability to manage multiple priorities, meet deadlines, work independently, and collaborate effectively with a team.
• Professional written and verbal communication skills.

ESSENTIAL JOB FUNCTIONS:

• Review certified payroll reports using current wage-rate requirements; date stamp submissions; verify classifications, wage rates, fringe benefits, apprentice documentation and ratios, manpower counts, and signed certifications; maintain payroll and apprentice logs; document deficiencies and support follow-up.
• Apply company minimum quality standards and support periodic QC audits for project administration, document control, certified payroll, project files, and closeout records.
• Set up and maintain the company standard project filing system in Egnyte. Keep project files complete, accurate, current, consistently organized, secure, and audit ready.
• Create, update, and quality-check submittal, RFI, certified payroll, apprentice, change order, payment, correspondence, and closeout logs, including dates, descriptions, routing, status, and required follow-up.
• Log, file, and upload contract documents, correspondence, meeting records, inspector daily reports and photos, weekly and monthly reports, payment documents, and change documentation.
• Perform routine completeness and quality checks, identify missing or inconsistent information, document deficiencies, and coordinate corrective follow-up with the Construction Manager and project team.
• Support project closeout by tracking required deliverables and reviewing warranties, O&M manuals, maintenance schedules, permits, as-built drawings, and other closeout documents for completeness and contract requirements before final delivery.
• Prepare, format, proofread, and edit correspondence, reports, forms, presentations, transmittals, and other project documents.
• Assist project teams with coordination, data entry, document routing, tracking, and other administrative tasks.
• Coordinate meetings, appointments, travel arrangements, and related logistics as needed.
• Manage incoming and outgoing mail, deliveries, office supplies, and routine office coordination.
• Maintain confidential employee, project, and company information with discretion.
• Intermittently greet and assist visitors and answer or direct phone calls when needed.

LOCATION: Wailuku, HI

SALARY RANGE: $50,130-$69,010 per year depending on experience

Please apply directly online at: www.bowersandkubota.com

Equal Opportunity Employer/Vets/Disabled 100% Employee Owned