Administrative & Operations Coordinator

Aireon LLC; Kapolei (HI); On-site; USD 48,000 - 72,000; Full time

Job summary

Aireon LLC is seeking an Office Coordinator to support the LPG Operations department in Kapolei, Hawaii. This role coordinates office operations, employee administration, purchasing, records management, regulatory documentation, and vendor services to ensure smooth day-to-day activities.

You will back up LPG scheduling and delivery administration, manage calendars, assist with onboarding, travel arrangements, and liaison with supervisors and internal support teams.

Qualifications

• Two years of administrative experience.
• Proficient in MS Office suite (Outlook, Word, Excel, Access, and PowerPoint).
• High school diploma or GED.
• Two-year business degree preferred.
• Experience in gas/utilities industry preferred.
• Scheduling and/or customer service experience preferred.
• Good working knowledge of office procedures and practices.
• Valid Hawaii Driver’s license.

Responsibilities

• Coordinates the daily administrative operations of the LPG office to ensure an organized, efficient, and professional work environment.
• Provides administrative support to the LPG Manager, Supervisors, and department personnel.
• Prepares correspondence, reports, presentations, forms, spreadsheets, and other business documents.
• Receives, sorts, and distributes incoming mail, packages, and departmental communications.
• Maintains department calendars, schedules meetings, coordinates conference rooms, and prepares meeting materials.
• Maintains office equipment, including printers, copiers, mobile phones, and other office technology; coordinates repairs and service as needed.
• Orders and maintains office supplies and departmental materials.
• Assists with special projects and other administrative duties as assigned.
• Coordinates employee administrative activities, including timesheets, payroll inquiries, leave requests, personnel information changes, training requirements, and related documentation.
• Monitors and reconciles vacation and leave records.
• Assists with new employee onboarding, including uniforms, facility access, badges, technology requests, PPE, orientation logistics, and department introductions.
• Prepares travel requests, confirms travel arrangements, and prepares expense reports.
• Coordinates employee PPE, including Nomex uniforms, safety shoe vouchers, safety glasses, and other required safety equipment.
• Schedules and coordinates required employee certifications and credentials, including DOT physicals, TWIC cards, military passes, airport badges, and other operational requirements.
• Maintains employee personnel files in accordance with Company policies and recordkeeping requirements.
• Creates purchase requisitions and processes departmental purchases.
• Administers petty cash, meal allowances, per diem reimbursements, and Procurement Card reconciliations with appropriate account coding.
• Processes invoices and assists with departmental billing and payment activities.
• Coordinates vendor services and communications, including janitorial, laundry, shredding, uniforms, equipment maintenance, and other contracted services.
• Maintains departmental files, logs, reports, compliance documentation, safety training records, and other operational records.
• Ensures records are accurate, organized, and retained in accordance with Company Records Retention requirements.
• Administers required federal, state, and Company bulletin board postings.
• Provides backup support for LPG Tank Scheduling during vacations, absences, and peak workload periods.
• Utilizes Cayenta, Cargas Delivery, Great Plains (or successor systems), and other departmental applications to support business operations.
• Supports orders, installations, and maintenance of tank monitoring (Tank Utility) program.
• Assists with customer inquiries, scheduling support, and administrative follow-up.
• Coordinates with operations personnel regarding deliveries, service requests, and operational activities.
• Assists with planning and coordinating employee recognition events, safety meetings, training sessions, holiday functions, wellness activities, and departmental meetings to include event logistics, communications, materials, catering, vendor support, and related administrative activities.
• Complies with all safety rules and cooperates in the promotion of safety and safe work habits.

Skills

Administrative experience

MS Office

Education

High school diploma or GED

Two-year business degree

Tools

Outlook

Word

Excel

Access

PowerPoint

Job description

Aireon LLC is seeking an Office Coordinator to support the LPG Operations department in Kapolei, Hawaii. This role coordinates office operations, employee administration, purchasing, records management, regulatory documentation, and vendor services to ensure smooth day-to-day activities.

You will back up LPG scheduling and delivery administration, manage calendars, assist with onboarding, travel arrangements, and liaison with supervisors and internal support teams.