Job Details

Job Purpose

The Office Manager position is responsible for the overall administrative operations of Lili'uonamoku, including managing the front office reception area; coordinating facilities use; and repairs and maintenance of the facilities. The position is also responsible for directing and coordinating business functions of the facilities, including developing and supervising processes for the maximum utilization of workspaces, administrative services, and equipment. The position also oversees the office administrative staff and works closely with other kpuka leads to optimize efficiency.

Essential Responsibilities

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Establish a team atmosphere through leadership and teammate development. Works and oversees office administrative staff
• Responsible for developing organizational procedures and systems for office operations including filing systems, security systems, facilities and staffing. Supports and implements all new computer software programs and follows standardized procedures for permanent records retention and retrieval.
• Oversees and is responsible for Lili'uonamoku administrative operations budget, capital improvements, and expenditures; ensures compliance with the agency's policies and procedures.
• Manage relationship with Alakea and LT condo's building management team, Liliu'onamoku vendors and service providers to assure that the operations and maintenance (building, equipment, furnishing, etc.) are addressed.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Coordinate and collaborate with our IT Department to ensure that the daily operations of all the system technologies are properly functioning.
• Responsible and manages all the operations and reservations for LT condo unit(s)
• Coordinates service/professional contract submittals and follow-ups.
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Responsible for arranging internal office moves and providing arrangements for office meetings and assigning parking stalls to appropriate staff.
• Participates as needed in special projects as assigned by the Office Manager Lead and collaborates with other kīpuka leads.

Other Duties

• Contributes to the Trust's success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results.

Qualifications and Competencies

• Bachelor's Degree or equivalent experience;
• Minimum 3-5 years of experience in managing an office;
• Strong management, administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are required;
• Proficient in Word, Excel and PowerPoint;

Job Competencies

• Aloha: awareness and approach to the work with compassion, empathy, and kindness.
• 'Imi Na'auao: a constant desire for seeking knowledge; lifelong learner.
• Po'okele: desire to perform in excellence.
• Wiwo'ole: maintain a courageous, brave, and fearless mindset.
• Pono: understand the appropriateness of time, place, reason, people, and tools
• Kuleana: bring a deep sense of responsibility and accountability
• Collaboration: Ability to interact effectively with youth, community partners, and multi-disciplinary teams. Knowledge of community resources and services
• Ethical Practice: Model the highest level of ethical behavior, integrity, and social responsibility Uphold and embody all LT values.
• Communication: Clearly convey and receive information and ideas. Engage the listener and invite response and feedback. Demonstrate strong written, oral, and listening skills.
• Cultural Competence: Respect and relate well to people from varied backgrounds and sensitive to group differences. Experience working with at-risk youth and ability to apply positive youth development principles to that work.
• Relationship Management: Experience working with staff at all levels in a collaborative environment; ability to promote and sustain positive workplace values and relationships.
• Interpersonal Skills: Ability to work well under pressure and to remain calm and controlled when faced with challenging situations.

Organization Competencies

• Alignment with Queen's legacy: Understanding and appreciation of Queen Liliu'okalani's story, her legacy and the Hawaiian Culture is foundational to staff's commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one's work, in fostering meaningful relationships, and in embracing the community served.

• Ho'omau i ka 'imi Na'auao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement.
• Ho'ike i na Mana'o Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.

• No'ono'o loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations

• Ho'o kumu a'e or 'Imi hakuhia (Innovation): Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.
• Pilina Ho'ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust): Manages relationships to create optimal opportunities and move the organization forward.

• Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.
• Ho'onui I ka 'Ike (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others.

Mental and Physical Demands

• Perform light physical work, including climbing, stooping, kneeling, crouching, reaching, and lifting weight of up to 25 pounds. Exposed to outdoor climate and diverse terrain.

Terms and Conditions of Employment

As a condition of employment, employee will be subject to LT's policies and procedures.

Job Title: Office Manager

Reports to: Director, Administration

FLSA Status: FT;Exempt

Aligned Executive: VP, Chief Financial Officer

Kipuka: Lili'uonamoku

Department: Team Services

SALARY RANGE ADVERTISED IS THE HIRING OR STARTING RANGE FOR THE ROLE.