ABOUT TALL BUILDERS LLC
Tall Builders LLC is a premier luxury home remodeling and construction company based in Honolulu, Hawaii. We are known for our commitment to quality craftsmanship, exceptional client care, and a team culture built on trust, excellence, and aloha. As we continue to grow, we are looking for a driven, organized, and versatile Office Operations Manager to serve as the client-facing heartbeat of our company.
ROLE OVERVIEW
This is a dynamic, multi-functional role designed for someone who thrives in a fast-paced environment and can wear many hats. The Office Administration Specialist will serve as the in-office presence of Tall Builders while also managing a broad scope of operational, financial, and client-facing responsibilities.
This role is ideal for someone who is not only comfortable handling day-to-day office operations, but who also has the capability to step in and manage higher-level functions when needed.
The right candidate is someone who can be trusted to run the office independently, communicate professionally with clients and vendors, handle sensitive financial and legal documents with discretion, and keep operations moving smoothly every single day.
KEY RESPONSIBILITIES
Front Desk & Office Presence
- Serve as the face of Tall Builders — welcoming all walk-in clients, vendors, delivery drivers, and visitors with professionalism and warmth
- Maintain a clean, organized, and professional office environment at all times
- Manage and restock office supplies, printer materials, snacks, coffee, and all essential office inventory
- Organize and maintain the back room, worker shirts, and office storage areas
- Maintain kitchenette cleanliness and organization
- Assist with in-office meeting logistics and client-facing appointment readiness
- Serve as the in-person point of contact for all team members with immediate operational needs
Client Communication & Relationship Management
- Answer and return client calls, respond to emails, and manage shared company inboxes on behalf of the company
- Follow up with leads, active clients, and vendors to ensure timely responses and strong relationships
- Route all incoming correspondence to the appropriate team member or department
- Coordinate with clients on outstanding items including contract execution, payments, change orders, and project updates
- Schedule consultations, meetings, site visits, and walkthroughs
Administrative & Operations Management
- Receive, triage, and manage daily tasks and requests from all personnel including senior management
- Manage company calendars, team scheduling, and coordination across departments
- Process, scan, upload, and file all incoming and outgoing paperwork including invoices, HOA submissions, DPP documents, authorization forms, and miscellaneous correspondence
- Coordinate project logistics including material procurement, dumpster rentals, and vendor scheduling
- Create and maintain internal systems, workflows, spreadsheets, and trackers as needed
Check, Payment & Financial Processing
- Print, obtain signatures on, and release checks to subcontractors and vendors
- File check stubs and maintain organized physical payment records
- Receive and process customer payments made in the office
- Deposit check payments to the bank on behalf of the company
Document Handling & Permit Routing Support
- Print and laminate building permits for job sites as required
- Assist with physical preparation and organization of permit routing packages for DPP submission in coordination with the permit routing team
- Support in-person client signings and document execution as needed
Mail, Packages & Deliveries
- Check, sort, and distribute all incoming office mail daily
- Receive, log, and distribute incoming packages and physical deliveries
- Track and manage parking payments and other office-related operational tasks
QUALIFICATIONS
Required
- 2+ years of experience in office management, operations, or administrative support
- Strong interpersonal and communication skills — professional, warm, and client-facing ready
- Highly organized with the ability to multitask, prioritize, and manage competing deadlines
- Reliable, punctual, and fully committed to showing up consistently
- Comfortable working independently and making decisions with minimal supervision
- Proficient in Google Workspace, Microsoft Office, and standard office equipment
- Experience handling sensitive financial documents, checks, and payments with discretion
Preferred
- Familiarity with Monday.com, QuickBooks, or PandaDoc
- Experience supporting executive leadership in a fast-paced environment
WHY JOIN TALL BUILDERS?
- Be part of a growing, award-winning luxury construction company in Hawaii
- Work directly with a hands-on and supportive executive team
- A role with real responsibility, growth potential, and room to make it your own
- Collaborative, team-first culture where your contributions are seen and valued
- Competitive compensation based on experience
Pay: From $20.00 per hour
Work Location: In person
