Administrative Specialist

SWCA, Incorporated; Honolulu (HI); Hybrid; USD 32,000 - 42,000; Part time

Job summary

SWCA, Incorporated in Honolulu, HI seeks an Administrative Specialist for a 30-hour weekly in-person role. You will coordinate office logistics, handle invoices, onboarding, purchases, and front-desk duties while supporting field operations across the Hawaiian Islands.

The role emphasizes accuracy, reliability, and adherence to company policies, with opportunities to engage in sustainability initiatives and cross-team collaboration.

Qualifications

• Detail-oriented with ability to manage multiple tasks.
• Strong written and verbal communication skills.
• Able to coordinate logistics, scheduling, and onboarding processes.

Responsibilities

• Reconciles invoices and tracks payments.
• Supports new hire onboarding and equipment returns.
• Purchases office supplies and manages PCard processes.
• Provides front desk support and handles mail, shipments, and visitor greeting.
• Manages IT equipment inventory and service scheduling.
• Drafts agendas and assists with transmittals.
• Supports field logistics, travel arrangements, and GPS/device inventory.
• Supports safety initiatives and OSR duties.

Skills

Detail oriented

Phone & email communications

Logistics coordination

Independent work

Team collaboration

Scheduling

Tools

Microsoft Office

Zoom

MS Teams

Smartsheet

Google Earth

Intranet platforms

Job description

About the opportunity

SWCA’s Honolulu office is actively seeking a detail-oriented Administrative Specialist to join our multidisciplinary team in Honolulu, Hawaii. This is a regular, part-time, hourly, non-exempt, in-person position working a dedicated schedule of 30 hours per week. Pay is competitive and based on individual qualifications and experience.

In this role, you will handle phone and email communications with clients, coordinate office logistics and safety initiatives, manage inbox traffic, and support field operations across the Hawaiian Islands.

What you will accomplish

• Reconciles invoices, including utilities and other recurring services, to ensure accurate billing and timely payment. Communicates status updates and completion of reconciliation tasks to relevant teams, taking full ownership of accuracy and resolution of discrepancies.
• Supports new hire onboarding and coordinates equipment return for terminated employees. Liaises with Human Resources and demonstrates reliability and strict adherence to company policies and procedures.
• Purchases office snacks, supplies, and equipment; maintains loaner Pcards and reconciles them regularly to ensure compliance. Processes PCard requests, tech allowance requests, and check requests and ensures efficient office operations. Coordinates office events and meetings.
• Provides front desk support, manages office shipping and mail, maintains the employee contact lists, and coordinates client and employee gifts. Welcomes visitors and answers phones with professionalism.
• Coordinates the purchase and distribution of new and replacement computer equipment, maintains IT inventory, and ensures all office equipment is serviced regularly.
• Drafts agendas, Employee Spotlights, and new hire checklists, and assists with proofreading and drafting transmittals.
• Prepares and maintains field equipment and gear for staff, responding promptly to logistics requests. Purchases field gear and devices as needed, supports GPS device account management, updates software, and tracks inventory to ensure field teams are adequately equipped.
• Supports field staff with scheduling and may coordinate travel arrangements for field crews, ensuring all travel itineraries and receipts are accurately communicated and documented to facilitate smooth field operations.
• Manages office safety and compliance and may act as primary Office Safety Representative (OSR), overseeing related duties and supporting overall safety initiatives.
• Acts as a local office champion for sustainability, SWCA Gives Back, and office engagement. Collaborates with team members to achieve office sustainability goals and actively participates in community initiatives.
• Follows applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.
• Performs related work as assigned.

Additional Job-Specific Responsibilities

• Financial & Administrative Support: process Purchase Card transactions, and manage expenditure tracking with complete accuracy.
• HR Onboarding & Culture: Support new hire onboarding and coordinate equipment returns for offboarding staff while adhering strictly to company policies. Act as a local office champion for culture, sustainability, and SWCA Gives Back community initiatives to foster an inclusive workplace.
• Fleet Management: Schedule, track, and manage routine maintenance, repairs, and cleaning for office fleet vehicles and long-term rentals.

Experience and qualifications for success

• Ability to work a dedicated 30-hour weekly schedule, with flexible core hours Monday through Friday to support consistent office coverage.
• Valid Hawaii driver's license with a clean driving record.
• Proficiency in Microsoft Office applications (Word, Excel, Teams, PowerPoint).
• Familiarity with Zoom and MS Teams video meeting platforms (or a strong willingness to learn).
• Ability to work independently and collaborate effectively with multidisciplinary teams and clients.

Preferred Qualifications

• Familiarity with Smartsheet, Google Earth, and internal Intranet platforms.