Office Administrator

Canada-France-Hawaii Telescope (CFHT) has an immediate opening for an Office Administrator at our Headquarters in Waimea (Kamuela), Hawai'i, USA. We are looking for a highly organized, service-oriented professional with a background in office administration and a genuine enthusiasm for supportinga dynamic, multicultural team.

CFHT offers a competitive salary commensurate with experience, and a generous benefit package that includes medical/dental insurance, 21 days paid vacation, a defined-contribution retirement plan, and tuition support for dependent minors.
About CFHT

CFHT operates a world-class astronomical observatory on the summit of Maunakea on the island of Hawai'i, providing outstanding scientific data to a worldwide community of researchers. Our headquarters team in Waimea is a close-knit, collaborative group that takes pride in supporting the telescope's mission while being deeply connected to the local community. If you're looking for meaningful work in a unique environment - we say 'mahalo' for your interest!
Main Responsibilities & Core Duties

This is a broad and varied role that sits at the heart of our headquarters operations. Your essential duties will include:

• Managing front-office operations, including reception, visitor coordination, mail handling, phone routing, and general office support.
• Providing administrative support across all departments, including scheduling, document management, and coordination of company events and meetings.
• Managing the full procurement cycle - from requisitions and sourcing through to purchase orders and vendor management - in compliance with internal approval processes.
• Coordinating inbound and outbound shipping, including freight booking, customs clearance, insurance, and tracking.
• Arranging end-to-end travel for staff and visitors, including bookings, expense reports, and compliance with company travel policy.
• Overseeing scheduling and maintenance of the company apartment and supporting logistics for hosted visitors.
• Providing backup support for accounts payable and overseeing office systems, equipment, and service providers.
• Supporting internal staff services such as telecom, staff physicals, and cold-weather gear.
• Ensuring compliance with safety policies and contributing to a collaborative, service-oriented work environment.

• Two years of college coursework in administration, business, or a related field, plus at least three years of hands-on office administration experience.
• Proficiency in Windows, MS Office, Adobe Acrobat, and general PC file management.
• Strong written and verbal communication skills, with the ability to engage effectively across diverse teams and external partners.
• Excellent interpersonal and customer service skills, with a collaborative, team-oriented mindset and solid problem-solving ability.
• A highly organized, detail-oriented approach, with the ability to prioritize, multitask, and meet competing deadlines independently and under pressure.

• Familiarity with 'lelo Hawai'i and an understanding of Hawai'i cultural and community context.
• Knowledge of freight shipping procedures and customs regulations.
• Experience in procurement support, travel administration, and/or event planning.

• Trustworthy, dependable, and discreet - this role involves exposure to sensitive organizational information.
• Friendly, approachable, and genuinely service-oriented, with a positive attitude and a desire to make things run smoothly for everyone around them.
• Respectful of the diversity of the CFHT team and the broader community, including the cultural significance of Maunakea to the Native Hawaiian people.
• Willing to be flexible and pitch in where needed - no two days are quite the same!