Administrative Specialist

About the opportunity

SWCA’s Honolulu office is actively seeking a detail-oriented Administrative Specialist to join our multidisciplinary team in Honolulu, Hawaii. This is a regular, part-time, hourly, non-exempt, in-person position working a dedicated schedule of 30 hours per week. Pay is competitive and based on individual qualifications and experience.

In this role, you will handle phone and email communications with clients, coordinate office logistics and safety initiatives, manage inbox traffic, and support field operations across the Hawaiian Islands.

What you will accomplish

- Reconciles invoices, including utilities and other recurring services, to ensure accurate billing and timely payment. Communicates status updates and completion of reconciliation tasks to relevant teams, taking full ownership of accuracy and resolution of discrepancies.

- Supports new hire onboarding and coordinates equipment return for terminated employees. Liaises with Human Resources and demonstrates reliability and strict adherence to company policies and procedures.

- Purchases office snacks, supplies, and equipment; maintains loaner Pcards and reconciles them regularly to ensure compliance. Processes PCard requests, tech allowance requests, and check requests and ensures efficient office operations. Coordinates office events and meetings.

- Provides front desk support, manages office shipping and mail, maintains the employee contact lists, and coordinates client and employee gifts. Welcomes visitors and answers phones with professionalism.

- Coordinates the purchase and distribution of new and replacement computer equipment, maintains IT inventory, and ensures all office equipment is serviced regularly.

- Drafts agendas, Employee Spotlights, and new hire checklists, and assists with proofreading and drafting transmittals.

- Prepares and maintains field equipment and gear for staff, responding promptly to logistics requests. Purchases field gear and devices as needed, supports GPS device account management, updates software, and tracks inventory to ensure field teams are adequately equipped.

- Supports field staff with scheduling and may coordinate travel arrangements for field crews, ensuring all travel itineraries and receipts are accurately communicated and documented to facilitate smooth field operations.

- Manages office safety and compliance and may act as primary Office Safety Representative (OSR), overseeing related duties and supporting overall safety initiatives.

- Acts as a local office champion for sustainability, SWCA Gives Back, and office engagement. Collaborates with team members to achieve office sustainability goals and actively participates in community initiatives.

- Follows applicable federal, Tribal, state, local, industry, contractual, and company regulations, standards, and specifications.

- Performs related work as assigned.

Additional Job-Specific Responsibilities

- Financial & Administrative Support: process Purchase Card transactions, and manage expenditure tracking with complete accuracy.

- HR Onboarding & Culture: Support new hire onboarding and coordinate equipment returns for offboarding staff while adhering strictly to company policies. Act as a local office champion for culture, sustainability, and SWCA Gives Back community initiatives to foster an inclusive workplace.

- Fleet Management: Schedule, track, and manage routine maintenance, repairs, and cleaning for office fleet vehicles and long-term rentals.

Minimum Qualifications

Knowledge normally obtained through post-secondary education or training. One year of related experience is preferred; or any equivalent combination of experience, performance, training, and/or education.

Experience and qualifications for success

- Ability to work a dedicated 30-hour weekly schedule, with flexible core hours Monday through Friday to support consistent office coverage.

- Valid Hawaii driver's license with a clean driving record.

- Proficiency in Microsoft Office applications (Word, Excel, Teams, PowerPoint).

- Familiarity with Zoom and MS Teams video meeting platforms (or a strong willingness to learn).

- Ability to work independently and collaborate effectively with multidisciplinary teams and clients.

Preferred Qualifications

- Familiarity with Smartsheet, Google Earth, and internal Intranet platforms.

Other Job Conditions

Applicants must possess a valid driver's license and meet SWCA's driver requirements.

Pay Range

SWCA is committed to salary equity and transparency. The expected pay range for this Honolulu-based position is $21.35 per hour to $27.53 per hour. Actual pay may vary based on experience, qualifications, geographic location, and other factors permitted by law. Eligible employees may also receive performance-based bonuses.

As a 100% employee-owned company, we invest in your future. Our Total Rewards package includes an Employee Stock Ownership Plan, 401(k) with profit sharing, medical, dental, and vision coverage, paid time off, wellness programs, and professional development opportunities.

Closing

If you need accommodation due to a disability, please contact [email protected] or call 1 480 581 5378. If you require assistance with the application process, please contact [email protected].

Use of Technology in Hiring

SWCA may use approved technology, including AI-assisted tools, to support parts of the application and recruiting process. All selection and hiring decisions are made by SWCA employees, and candidates are not selected or rejected by automated systems. We are committed to a fair, transparent, and human-centered hiring experience.

Candidate Use of AI

Candidates may use AI tools to help prepare application materials and interviews. However, all application materials, assessments, and interview responses must accurately reflect their own experience, skills, and qualifications. AI must not be used to fabricate experience, complete assessments on their behalf, or otherwise misrepresent their background or abilities.

Equal Opportunity Employer

SWCA Environmental Consultants is an Equal Opportunity Employer. We encourage applications from women, minorities, veterans, and individuals with disabilities. We are committed to creating an inclusive workplace where all employees can thrive.

SWCA continues to invest deeply in career development programs, delivering our award-winning Career Landscape support resources to accelerate the growth of our staff. We recognize the valuable skills and experiences our internal team members bring to SWCA’s continued success. Qualified internal candidates are encouraged to apply and will be seriously considered for this position. We believe in promoting from within, where possible, providing our existing employees with compelling opportunities to advance their careers.

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