Administrative Assistant

Administrative Assistant

InSynergy Engineering, Inc. is seeking a friendly, organized, and dependable Administrative Assistant to join our team! The Administrative Assistant will provide front desk and general administrative support to our engineering and administrative teams and help ensure the office operates efficiently and professionally.

About Us

InSynergy Engineering, Inc. has provided Hawaii and the Pacific Basin with interdisciplinary consulting services in Mechanical, Electrical, Fire Protection, and Telecommunications Engineering for over 47 years.

Our headquarters are located in Honolulu, Hawaii, with branch offices in Okinawa, Tokyo, and Tamuning, Guam. By having licensed Mechanical, Electrical, and Fire Protection engineers under one roof, we are able to provide our clients with integrated, well-coordinated, best-value designs.

Our engineering services include work in the commercial, industrial, educational, residential, healthcare, energy and sustainability, state, city, and federal market sectors. Our team consists of 100+ employees across our offices.

Responsibilities

Responsibilities may include, but are not limited to:

• Answer and route incoming telephone calls and greet visitors in a professional and friendly manner.
• Provide front desk coverage and serve as the first point of contact for clients, vendors, consultants, and visitors.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate outgoing mail, packages, and deliveries as needed.
• Manage conference room reservations and assist with setting up conference rooms and virtual meetings.
• Coordinate and place lunch orders for meetings, training sessions, and company events.
• Manage weekly office snack orders and maintain breakroom supplies.
• Assist with planning and coordinating company events, meetings, celebrations, and employee activities.
• Maintain office supplies and coordinate ordering and restocking as needed.
• Perform general data entry, filing, scanning, copying, and document organization.
• Create and maintain project folders and assist with organizing project-related documents.
• Draft, edit, and log fee proposals and other administrative documents.
• Provide administrative and support services to project managers, engineers, and other technical staff.
• Assist with preparation and organization of documents, forms, correspondence, and other materials.
• Maintain a clean, organized, and professional reception and common-area environment.
• Coordinate with building management, vendors, and service providers regarding office needs.
• Assist with special projects and other administrative duties as assigned.

Qualifications

• High school diploma or equivalent.
• 1–2 years of prior office or administrative experience required.
• Must be located on Oahu, Hawaii. This is not a remote position. Out-of-state applicants will not be considered.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to type 45 WPM or higher.
• Ability to operate basic office equipment, including computers, calculators, photocopiers, telephones, and other office machines.
• Ability to spell correctly and edit correspondence for proper grammar, punctuation, and usage of the English language.
• Strong organizational and time-management skills with the ability to efficiently track and manage multiple tasks.
• Strong attention to detail and accuracy.
• Professional judgment and integrity when handling confidential information.
• Excellent verbal and written communication skills.
• Professional, friendly, and dependable demeanor.
• Positive attitude and willingness to assist others.
• Ability to work independently while also being a collaborative team member.
• Experience with electronic file management and document organization preferred.
• Experience in an engineering, architectural, construction, or professional services environment is a plus.

Physical Requirements

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, and pull objects such as files, file cabinet drawers, and office equipment.
• Ability to communicate clearly and effectively by telephone.
• Ability to lift up to 30 lbs.

Benefits

InSynergy Engineering, Inc. offers a comprehensive benefits package, including:

• Medical, prescription drug, and vision coverage through HMSA or Kaiser for you and your immediate family at no cost.
• 401(k) and Profit Sharing
• Annual medical expense stipend for eligible medical-related expenses not covered by insurance.
• Professional development support
• Employer-sponsored parking
• Life insurance
• Long-term disability insurance
• And more!

At InSynergy Engineering, Inc., our administrative team plays an important role in supporting our engineers, project teams, clients, and day-to-day operations. We are looking for someone who takes pride in being organized, helpful, and dependable and enjoys being part of a collaborative team.

Compensation is commensurate with experience and qualifications and may differ from the salary range displayed by Indeed.

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Benefits:

• 401(k)
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Honolulu, HI 96813 (Required)

Ability to Relocate:

• Honolulu, HI 96813: Relocate before starting work (Required)

Work Location: In person