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Open position


Office Manager

Qualified candidates should email their cover letter and resume to

No phone calls please. We do not utilize staffing services.

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  • Report to the Administration Manager.
  • 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.


  • 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.


  • 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.

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