Job Details

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 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 doesn't go through our hands— from mailing paychecks to worksite employees to sending our PROhana equipment or goodies in the mail from Internal HR.

This role is an on-site position, based out of our office in Hawaii Kai.

Responsibilities:

1. 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.
2. 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.
3. 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, catering, and are presentable as needed.
4. 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.
5. 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.
• Skills & Attributes:
  • Customer Focus: Demonstrate empathy to exceed client expectations, be visible and accessible, and provide professional and positive experiences.
  • Verbal & Written Communication: Effective public speaking skills with the ability to write with articulation and precision.
  • Intelligence: Ability to acquire understanding and absorb new information rapidly, think quickly on your feet.
  • Creativity: Find new ways to innovate processes and procedures to drive satisfaction and efficiency.
  • Stress Management: Work well under pressure and juggle multiple priorities with deadlines.
  • Team Player: Build cross-functional relationships and be willing to help others.
  • First Impression: Maintain professionalism in demeanor, body language, and attire.

Why you'll love ProService:

• Our PROhana: Our employees and customers often say the best thing about ProService is our team. Check out our Glassdoor reviews.
• A commitment to holistic well-being: Generous employer contributions to medical benefits, paid holidays and PTO, parental leave, student loan repayment assistance, and 401k match.
• Professional Growth & Development: Opportunities for continuing education and internal advancement.
• We Learn & We Play for Keeps: We pursue excellence while allowing space to learn from challenges and mistakes.

#LI-ONSITE