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Office Coordinator, Downtown Honolulu.

5 months 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's purpose is to empower employers to succeed in Hawaii by providing frontline client/employee engagements while supporting the Org with various administrative tasks enabling departments/teams for a successful client/employee service outcome by meeting accurate, timely service expectations. This role serves as the face and voice of ProService as the first point of contact for our clients, work-site employees and vendors. Responsible for greeting, welcoming, and assisting our clients and work-site employees with a wide range of questions and tasks. Directly responsible for building and maintaining relationships with clients, worksite employees, vendors, prospects, internal personnel and/or others, owning the office & its functions. Having leadership responsibilities in providing training and escalation support for the Front Office Team. This role is an on-site role, based out of our office in Downtown Honolulu; paid parking is provided.

  • Administrative Support Assist walk-ins with materials, completion and processing of ProService documents including but not limited to new hire packets, benefit forms, unemployment forms, and movie ticket purchases. Support various ProService departments with various tasks, including but not limited to data entry, scanning new hire packets, W2/pay stub reprints/mail, PEO/HRO letter, assisting with COI requests, internal travel request, conference room scheduling, etc.
  • Queue Coverage Manage a high volume of incoming calls from our company operator queue. Ensure all callers are routed quickly to the appropriate contact.
  • Payroll Distribution Package & Distribute PR received for client and/or employee pick up according to distribution notes. Assist with printing, shipping, and mailing client payrolls and employee payroll checks.
  • Office Management Maintain office supplies, equipment needs, conference room schedule, and in-office functions. Establishes relationships with various vendors.
  • Leadership Run meetings/huddle, and training of Team new hires.. Support company initiatives, champion new processes.
  • Budget Maintain and monitor distribution related expenses, keeping expenses within set budgets.

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

  • 4+ years of customer service experience in a customer facing role
  • Prior HR experience is preferred
  • Customer Focus. Demonstrate empathy to exceed client expectations. Regarded as visible and accessible. Provides 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 quick 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.
  • Inspiring Fellowship. Through any combination of competencies, inspires people to follow the lead. Minimizes intimidation and threat. Takes charge. Motivates individuals.
  • Organizational Agility. Knowledgeable about how the organization works. Understands the origin and reasoning behind key policies, practices, and procedures

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