Job Details

Office Coordinator Position

We are looking for a dedicated Office Coordinator to join our team in Kailua-Kona, Hawaii. In this contract to permanent position, you will play a vital role in ensuring the smooth operation of administrative and office functions. This role requires excellent organizational skills, attention to detail, and the ability to provide thorough support to both internal teams and external customers. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements.

Responsibilities:

• Coordinate daily office operations, including managing phone calls, handling mail, and maintaining organized records and files.
• Process invoices, expense reports, and purchasing card statements while ensuring accurate reconciliation.
• Draft and prepare business correspondence, memoranda, and routine forms independently.
• Manage vendor relationships by scheduling repairs, deliveries, and maintenance services.
• Assist customers with inquiries, resolve issues, or direct them to appropriate departments in a courteous and attentive manner.
• Compile and analyze data for financial reports, including tracking collections efforts and petty cash administration.
• Maintain compliance training records, vehicle documentation, and customer information logs.
• Serve as backup for other administrative personnel during absences and ensure smooth continuity of operations.
• Coordinate mandated postings on bulletin boards, ensuring timely updates and compliance.
• Adhere to safety protocols and maintain a clean, organized, and secure work environment.

Requirements:

• Associate degree or equivalent experience in an administrative role, with approximately three years in a similar position.
• Solid understanding of office procedures and practices, with demonstrated organizational competence.
• Proficiency in Microsoft Office Suite, including Word, Excel, Access, and PowerPoint.
• Familiarity with customer information and financial systems such as Great Plains or similar software.
• Strong mathematical skills and the ability to perform statistical typing.
• Experience with standard office equipment and document scanning.
• Excellent communication skills, both verbal and written, with a strong attention to detail.
• Ability to handle multiple tasks efficiently while maintaining attention to detail.