Administrative Specialist

VCBO Architecture; United States; On-site; USD 50,000 - 65,000; Full time

Job summary

VCBO Architecture is seeking an Administration Specialist to support our Hawaii office and design teams. You will organize project information, documentation, and materials to keep designers focused on their work.

You will maintain accurate data in internal systems, respond to emails and project requests, and assist with general office activities and reception duties to keep the Hawaii office running smoothly.

Qualifications

• High school diploma required.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Experience in an architecture or construction firm preferred.
• Strong communication and detail-oriented with organizational skills.

Responsibilities

• Organize paperwork, documentation, and materials for projects.
• Maintain accurate project data and keep information current in internal systems.
• Respond to emails, RFIs, submittals, and other project requests promptly.
• Coordinate quotes, samples, and materials; maintain materials library.
• Assist with general office activities and day-to-day administrative needs for Hawaii office.
• Answer and route phone calls, providing reception coverage during absences.

Skills

Communication

Organization

Attention to detail

Multi-tasking

Education

High school diploma

Tools

Microsoft Word

Excel

PowerPoint

Job description

Administration Specialist

VCBO is looking for an Administration Specialist to support our Hawaii office and the design teams working there This position helps keep project information documentation materials and day to day administrative needs organized so designers and project teams can stay focused on their work Youll work closely with designers and other staff on project related tasks from maintaining accurate project information and coordinating samples and materials to responding to requests and helping with office activities This role is a good fit for someone who enjoys staying organized following through on details and working with a variety of people and priorities

About VCBO

VCBO is an architecture and design firm where project work depends on strong coordination across disciplines and roles In this position youll work alongside design professionals and gain exposure to the processes terminology documentation and materials involved in architecture and construction The Administration Specialist is part of the day to day rhythm of the Hawaii office helping project teams stay organized while also pitching in with general office needs when needed

Key Responsibilities

Assist designers and team members with project tasks including organizing paperwork documentation and materialsMaintain accurate project data and keep information current in internal systemsRespond to emails RFIs submittals and other project requests in a timely mannerRequest and coordinate project quotes samples and materials and maintain the teams materials libraryAssist with general office activities and day to day administrative needs to help keep the Hawaii office organized and running smoothlyAnswer and route phone calls as needed and provide reception coverage during absencesHelp keep daily administrative and project coordination tasks moving accurately and on schedule

Qualifications

High school diploma requiredProficiency in Microsoft Word Excel and PowerPointPrevious experience in an architecture or construction firm is preferredBasic knowledge of architectural and construction terminology is preferredStrong communication skills and the ability to stay organized while managing multiple requestsDependable follow through and attention to detail when maintaining project information and responding to team needs