Kīpuka Operations & Office Lead

Colonial Group; Hawaii; On-site; USD 42,000 - 64,000; Full time

Job summary

Colonial Group seeks an Office Administrator to oversee Kipuka Maui's administrative operations, from front office to facilities and IT coordination. The role focuses on optimizing workspace usage, records management, and process improvement while ensuring compliance with policies.

You will manage budgets, vendor relationships, and day-to-day security and logistics, with opportunities to contribute to special projects and cross-team collaboration.

Qualifications

• Excellent written and interpersonal skills, including the ability to tailor communications to different audiences and actively listen.
• Ability to manage multiple tasks efficiently, prioritize effectively, and maintain detailed records.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint), email management, and other relevant software.
• High level of accuracy when handling paperwork and data entry.
• Capability to meet deadlines and manage schedules effectively.
• Ability to handle several tasks simultaneously and switch between them seamlessly.
• Identifying and resolving administrative issues.
• Previous experience in an office support role is preferred.
• Strong personal fit with non-hierarchical, meritocratic culture.
• Ability to guide and support team members.
• Flexibility to handle changing priorities and situations.
• Providing excellent support to internal and external individuals.
• Ability to navigate disagreements and resolve issues professionally.
• Valid driver license and access to a vehicle with insurance.
• TB clearance.
• First Aid and CPR/AED Certification preferred.

Responsibilities

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Responsible for process improvement for organizational procedures and systems for office operations and facilities. Supports and implements all new computer software programs for operations.
• Oversees and is responsible for the kīpuka’s administrative operations budget, capital improvements, and expenditures; ensures compliance with the agency’s policies and procedures.
• Manages and oversees the daily incoming and outgoing checks, billing statements and invoices
• Manage relationship with vendors and service providers to assure that the operations and maintenance of the office floors (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 i.e. computer, phones, softwares, copier, fax machine, etc.
• Coordinates service/professional contract submittals and follow-ups.
• Responsible for managing office services by ensuring operations and procedures are organized, ensures the unit’s filing systems are designed and secured. Follows standardized procedures for permanent records retention and retrieval.
• 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 the facilities day-to-day security (such as distributing building access keys and back-up to security access cards, etc.)
• Responsible for the kīpuka parking
• Responsible for arranging internal office moves and providing arrangements for office meetings.
• Participates as needed in special projects as assigned by the Manager, Kīpuka Services and collaborates with other Office Administrators.
• Responsible for reviewing and approving direct reports activities in Concur and NetSuite.
• Contributes to the Trust’s success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results.
• Contributes to providing a safe environment for teammates and beneficiaries.
• Provides transportation for organization related business, such as driving staff, beneficiaries and/or families to assigned destinations.
• Participates in continuing education and training opportunities for professional development
• Holiday, evening and weekend hours required as needed.
• Ability to travel as needed for Trust business.

Skills

Interpersonal skills

Task management

Detail-oriented

Communication

Time management

Adaptability

Problem solving

Driver's license

TB clearance

First Aid/CPR

Tools

Microsoft Office Suite

Email management

Job description

Colonial Group seeks an Office Administrator to oversee Kipuka Maui's administrative operations, from front office to facilities and IT coordination. The role focuses on optimizing workspace usage, records management, and process improvement while ensuring compliance with policies.

You will manage budgets, vendor relationships, and day-to-day security and logistics, with opportunities to contribute to special projects and cross-team collaboration.