Administrative Specialist

Job Description

Job Description

Administration Specialist Overview

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.

You’ll 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, you’ll 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 materials.
• Maintain accurate project data and keep information current in internal systems.
• Respond to emails, RFIs, submittals, and other project requests in a timely manner.
• Request and coordinate project quotes, samples, and materials, and maintain the team’s materials library.
• Assist with general office activities and day-to-day administrative needs to help keep the Hawaii office organized and running smoothly.
• Answer and route phone calls as needed and provide reception coverage during absences.
• Help keep daily administrative and project coordination tasks moving accurately and on schedule.

Qualifications

• High school diploma required.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Previous experience in an architecture or construction firm is preferred.
• Basic knowledge of architectural and construction terminology is preferred.
• Strong communication skills and the ability to stay organized while managing multiple requests.
• Dependable follow-through and attention to detail when maintaining project information and responding to team needs.

Interested in joining VCBO’s Hawaii office? We’d like to hear from you. Our initial application takes approximately 3 to 5 minutes to complete.