Work with all Managers and Employees of ADC and NAI in any way to achieve the goals and vision of the Company.
Support staff to Architects, Construction, and Administration with all daily operations and clerical functions.
Protect information that is confidential and proprietary. Assist all Managers and Employees in facilitating confidential business matters.
Protect the financial interests and integrity of the Owner, Company, employees, investors, and associates. Adhere to all professional, municipal, and Company policies, requirements, and procedures.
Proactively provide outstanding customer service to all.
Conduct all Company business in a way that conveys ADC’s ethics and integrity; and builds a relationship of trust and respect.
Manage the overall operations of the office.
Possess strong information technology skills and an inclination to learn new programs.
Adept in research, investigation, and problem-solving skills.
Office Administration:
Responsible for the overall operations of the office. Assume duties as needed.
Monitor and maintain the current status of all licenses, business registrations, vehicle registrations, tax clearances.
Responsible for the overall cleanliness and appearance of the office.
Oversee and assist in all administrative contracts/leases.
Purchase and maintain inventory of office and architectural supplies. Coordinate purchase of ADC logo wear and signs.
Maintain all office machines and order all supplies for the machines.
First to answer and properly process phone calls.
Run errands for all departments, as needed.
Open and distribute incoming mail. Forward confidential mail unopened.
Provide technical support for the office. Assist with coordinating existing and future technical services and projects.
Set up computers for new employees and enroll them in the applicable work applications and programs.
Assist Principal and Project Designers with AIA agreements.
Help schedule and coordinate team meetings. Assist with updating and distributing the applicable documents needed for these meetings.
Assist with the purchase and sale of any equipment or machinery.
Send documents out for electronic signing. Monitor and track status of documents.
Assist with the termination of an LLC as needed.
Human Resources:
Assist the Administration Manager with the onboarding, deboarding, and terminating process for employees.
Assist with posting job ads.
Organize work anniversary celebrations for team members.
Accounting:
Assist with basic accounting duties as needed and special accounting projects as assigned.
Work with Accountant to provide access to the financial records for appropriate ADC personnel, clients, insurance, and municipal authorities.
Raise questions on any exception item that passes through accounting, such as invoice, request for payment, time sheets, contracts, etc.
Assist with filing accounting documents as needed.
Create and process lien releases for Trade Contractors. Issue checks to Trade Contractors.
Receive completed timesheets on schedule. Obtain approval from the proper authority and forward them to the President, Administration Manager, and Accountant.
Create a new timesheet template for employees at the beginning of each pay period.
Prepare and make bank deposits.
Assist in the preparation of mileage reimbursement forms.
Obtain approval and cost coding for each payable invoice from the proper ADC/NAI authority.
Coordinate the signing and filing of tax documents when received from the CPA. Send investors their tax documents.
Construction:
Build relationships with Strategic Alliance Members. Work to develop beneficial opportunities.
Maintain Trade Contractor Databases.
Obtain and keep current Certificates of Insurance for Trade Contractors. Maintain corresponding databases.
Keep Company professional licenses current. Ensure that Trade Partners maintain current licenses.
Learn CoConstruct and work with Project Manager to update and track Trade Contractor information as needed.
File all Notice of Completions with the Maui News as directed by the Project Manager.
Facilitate Turnover and Warranty.
Assist with creating project binders for ongoing jobs and clients.
