Marketing Coordinator/Office Administrator

The Marketing Coordinator/Office Administrator plays a vital role in supporting the daily operations and marketing efforts of the organization. This position combines administrative expertise with marketing coordination to ensure smooth office functioning and effective communication with clients and vendors.

Upon hire, benefits include medical, dental, 401(k) profit sharing, PTO, and sick leave. No parking provided.

Hours

Full-time, M-F 8:00 a.m. to 5:00 p.m.

Location

Honolulu, Oahu

Pay

$20 to $25 an hour

Responsibilities

• Answer multi-line phone systems, manage call transfers, and take accurate messages.
• Perform word processing, data entry, and manage document collation, binding, photocopying, and scanning.
• Order office supplies and equipment; coordinate deliveries and pickups.
• Manage incoming and outgoing mail, sort and distribute correspondence.
• Schedule internal and external meetings, including contacting equipment vendors and IT support.
• Prepare meeting minutes and maintain organized records, including monthly expense spreadsheets and project fee proposals.
• Schedule annual shredding services and assist with moving/lifting file boxes (up to 20 lbs).
• Maintain common areas such as the lobby, kitchen, conference room, and workspaces.
• Assess and prioritize tasks to meet deadlines effectively.
• Prepare and coordinate fee proposal documentation for private and public solicitations (RFPs).
• Compile and submit annual qualification packages to various State and City agencies.
• Update staff resumes and cut sheets using design tools like Canva.
• Create and revise PowerPoint presentations for internal and client-facing needs.
• Update and maintain the company website, contacts, and project database.
• File and archive project documents, ensuring accurate organization and accessibility.
• Format and compile reports for client submissions.
• Manage and coordinate building permit and plan processing.

Qualifications

• Associate Degree required; Bachelor’s degree preferred.
• Minimum 3–5 years of administrative experience.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook).
• Experience with design tools such as Canva is highly desirable.
• Strong organizational and multitasking skills, with attention to detail.
• Effective written and verbal communication skills.
• Valid Hawaii Driver’s License.
• Familiarity with procedures in architecture or engineering-related fields preferred.
• Ability to lift up to 20 lbs and complete a 90-day probationary period successfully.

Pre-Employment Requirements:

Offer of employment contingent upon passing a state/federal background check.