Office Coordinator

4 weeks ago

Honolulu, United States ProService Hawaii Full time
Job DescriptionJob Description

JOIN OUR PROHANA

Listed as one of Hawaii's Best Places to Work for over 17 years and Hawaii's Top 250 Businesses, at ProService our PROhana isn't just your co-workers, it's your community. Being a member of our PROhana means you'll be joining a team of other high performing individuals committed to and motivated by our core mission: Empowering Hawaii Employers to Succeed.


OFFICE COORDINATOR

We're the first and last touch for clients, worksite employees, vendors, and our own PROhana. We greet stakeholders when they arrive, answer their calls, and connect them with experts that can help. Nothing leaves our offices that don't go through our hands also-from mailing paychecks to worksite employees to sending our PROhana equipment, or goodies in the mail from Internal HR.

The Office Coordinator is the first person callers and walk-ins experience when engaging with the organization, ensuring a positive and professional initial interaction. Additionally, the Office Coordinator is responsible for providing essential administrative support. This role involves supporting key office services such as inbound mail, supply inventory, meeting rooms, reception areas, office equipment, facilities, and travel arrangements. This role is an on-site role, based out of our office in Downtown Honolulu; paid parking is provided.

  • Mail and Package Handling:
    • Receive, sort, and distribute incoming mail and packages promptly.
    • Ensure accurate record-keeping of mail and shipping expenses.
    • Handle special mail or shipping requirements efficiently.
  • Office Supplies & Equipment Management:
    • Coordinate with suppliers for timely restocking and manage orders.
    • Monitor and control supply expenses to ensure cost-efficiency.
    • Oversee the maintenance and repair of office equipment, such as printers, copiers, and computers.
    • Ensure that office equipment is in working condition to minimize downtime when necessary.
  • Meeting Room Coordination:
    • Schedule and prepare meeting rooms for various meetings and events as needed.
    • Ensure that meeting rooms are equipped with necessary audio-visual tools, stationery, and catering and presentable as needed.
  • Vendor Relationships:
    • Establish and maintain positive relationships with vendors for office services and supplies.
    • Negotiate contracts and pricing agreements to optimize cost-effectiveness.
    • Keep track of vendor performance and quality of service.
  • Administrative Support:
    • Provide administrative assistance to various departments, including data entry, report generation, and phone support.
    • Handle general office inquiries and redirect them to the relevant individuals or departments.
    • Proactively identify opportunities to streamline administrative processes.
    • Assist employees in booking travel arrangements, including flights and hotel accommodations.
    • Track related travel expenses and facilitate timely expense reporting.

The base compensation for this position is $18.00 to $21.00 per hour depending on experience and qualifications.

WHAT WE'D LIKE FOR YOU TO HAVE

  • Experience:
    • High school diploma or equivalent.
    • Previous experience in office administration and facilities management required.
    • Proficiency in Microsoft Office Suite and office equipment operation.
    • Strong organizational and multitasking skills.
    • Excellent communication and customer service abilities.
    • Detail-oriented and proactive in problem-solving.
  • Customer Focus - Demonstrate empathy to exceed client expectations. Regarded as visible and accessible. Provide professional and positive experiences.
  • Verbal & Written Communication - Effective public speaking skills with the ability to write with articulation and precision.
  • Intelligence - Demonstrate ability to acquire understanding and absorb new information rapidly. Able to think quickly on your feet.
  • Creativity - Find new ways to innovate processes and procedures to drive both internal and external client satisfaction and efficiency.
  • Stress Management - Work well under pressure. Ability to juggle multiple priorities with competing deadlines.
  • Team Player - Ability to build cross-functional relationships across departments. Always willing to lend a helping hand.
  • First Impression - Professional in demeanor. Create favorable first impressions through appropriate body language, eye contact, posture, voice qualities, and attire.

WHY YOU'LL LOVE PROSERVICE

  • Our PROhana. Our employees and customers consistently express the best thing about ProService is our team. See for yourself and check out our Glassdoor reviews.
  • A commitment to holistic well being. Generous employer contribution toward medical benefits, paid holidays and PTO, paid parental leave, student loan repayment assistance and 401k match are just a few of the ways we demonstrate our commitment to our PROhana's physical, mental and financial well being.
  • Professional Growth & Development. We offer opportunities for continuing education and make new opportunities available internally first.
  • At ProService, We Learn & We Play for Keeps. We hold ourselves to the highest standard and strive towards excellence. However, we know (from experience) the road to excellence is paved with lessons learned and we give our PROhana the space to take on new challenges, to make mistakes and to learn from them

#LI-ONSITE

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