Job Details

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Job Purpose

The Office Administrator position is responsible for the overall administrative operations of the kīpuka, including managing the front office reception area; coordinating facilities use; and repairs and maintenance of the facilities. The position also directs and coordinates business functions of the facilities, including developing and supervising processes for optimal utilization of workspaces, administrative services, and equipment.

About Kīpuka

Kīpuka are grounded in Hawaiian culture and values through a healing-centered approach, focusing on elevating the strengths and innate values of all kamaliʻi. They provide Hawaiian youth opportunities to connect with caring adults, peers, and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. Kīpuka serve as hubs for culture, creativity, healing, technology, and play, acting as resources for kamaliʻi and their ʻohana. These safe spaces are located throughout the pae ʻaina, inspiring youth to pursue their dreams, explore pathways in arts, sports, technology, and entrepreneurship, while receiving wraparound support to help them succeed.

Essential Responsibilities

• Manage the reception area to ensure effective communication via telephone and mail, maintaining a professional image.
• Improve organizational procedures and systems for office operations and facilities; support and implement new computer software programs.
• Oversee the administrative operations budget, capital improvements, and expenditures, ensuring compliance with policies and procedures.
• Manage daily incoming and outgoing checks, billing statements, and invoices.
• Maintain relationships with vendors and service providers to ensure proper operation and maintenance of the office facilities.
• Supervise maintenance and alterations of office areas and equipment, including layout, arrangement, and housekeeping.
• Coordinate with the IT Department to ensure proper functioning of all system technologies (computers, phones, software, copier, fax, etc.).
• Handle service/professional contract submissions and follow-ups.
• Organize office services, filing systems, and ensure secure and efficient records management.
• Negotiate purchases of office supplies, furniture, and equipment within budget.
• Manage security protocols, including distributing building access keys and security cards.
• Oversee kīpuka parking arrangements.
• Coordinate internal office moves and meetings.
• Participate in special projects and collaborate with other Office Administrators.
• Review and approve activities of direct reports in Concur and NetSuite systems.