Job Details

Administrative Assistant (Office & Onboarding Support)

Koa Maintenance & Cleaning (KMC) | Oʻahu-based | Supports statewide teams

You'll Love This Role If You Like To…

✅ Support people and make their day easier
✅ Organize systems, paperwork, schedules, and supplies
✅ Coordinate details and keep things moving smoothly
✅ Maintain a clean, professional, welcoming environment
✅ Track progress and follow up until things are complete
✅ Ensure accuracy, consistency, and strong communication
✅ Protect confidentiality and handle sensitive information responsibly

What You'll Do (Key Responsibilities)

Welcome & Support

• Greet employees and guests warmly and professionally
• Assist visitors and ensure they reach the right person
• Maintain a front office that reflects KMC's hospitality and professionalism

Organize & Prepare

• Prepare and print schedules, assignment sheets, and forms
• Keep office supplies stocked and reorder before items run out
• Maintain organized digital filing systems for HR and Operations documents
• Support leaders by preparing reports, memos, and meeting materials

Coordinate Communication

• Serve as the central point of communication for office operations
• Relay messages promptly and professionally
• Distribute updates, announcements, and company memos clearly and accurately

Support Onboarding & New Hires

• Coordinate onboarding details so new hires start strong
• Ensure new employees receive company information, assignments, and key contacts
• Issue uniforms, badges, and property-specific materials
• Track training progress and follow up with managers
• Support 30-day check-ins and ensure documentation is complete
• Maintain a welcoming open-door approach for employees to “talk story” and share feedback

Maintain Office Operations

• Keep reception, meeting rooms, and office areas clean and ready
• Reserve conference rooms and set up meeting spaces
• Uphold confidentiality and professionalism at all times

Manage Payroll Distribution & Logistics

• Receive , organize , and distribute biweekly paychecks accurately
• Verify names and acknowledgment reports
• Prepare paycheck pickup lists and notify leaders when ready
• Print paystubs upon request
• Reload monthly Holo cards
• Complete union deduction/dues spreadsheets and submit to Accounting
• Prepare per diem packets and itineraries for off-island travel
• Collect uniforms from separated employees and coordinate laundering

What Helps You Succeed Here

We're looking for someone who naturally wants to:

• follow through
• stay organized
• help others
• work steadily and accurately
• keep the office running smoothly
• communicate clearly
• stay calm and professional
• do things the right way

Qualifications

Required

• High school diploma (or equivalent)
• Strong proficiency with Microsoft Word, Excel, Outlook, PowerPoint
• Strong organization and time management
• Excellent attention to detail
• Strong communication skills
• Valid driver's license (Real ID/Gold Star)
• Ability to travel to neighbor islands as needed

Culture Fit

At KMC, we value people who:
✅ show up
✅ help the team
✅ stay organized
✅ take ownership
✅ communicate clearly
✅ follow through

In your first 60–90 days, success looks like:

• You maintain a well-run and welcoming office
• You keep onboarding organized and consistent
• You track details and close loops without needing reminders
• Leaders and employees trust you because you're reliable, accurate, and supportive