Office Administrator

ZMANA Smart Security Solutions; Honolulu (HI); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health coverage

Paid time off

401(k) plan

Growth opportunities

Job summary

ZMANA is a fast-growing smart security startup based in Kaka’ako, O’ahu, delivering intelligent security and automation systems for homes and businesses. We’re seeking an organized, proactive Office Administrator to support daily operations and keep the office running smoothly.

You will handle front-desk communications, scheduling, document management, and cross-team coordination while supporting our CEO and leadership.

Qualifications

• Strong verbal and written communication skills.
• Excellent organizational abilities with attention to detail.
• Customer-service oriented with a positive attitude.
• Comfort with Macs and cloud-based tools.
• Experience with QuickBooks Online and Salesforce preferred but not required.
• Bachelor's degree or equivalent experience required.
• Startup environment adaptability and learning speed.

Responsibilities

• Serve as the first point of contact for customers via phone and email.
• Confirm and prepare for the next day's appointments and technician schedules.
• Organize paperwork and digital files across Google Drive and affiliated businesses.
• Manage administrative workflows for the CEO's personal LLCs and nonprofit initiatives.
• Track and report on utilities, licenses, and billing using QuickBooks Online and Salesforce.
• Process RMAs and create accounts for new installations.
• Maintain inventory of office supplies and reorder as needed.
• Schedule vehicle safety checks and maintenance appointments.
• Create and manage internal folders and documentation (e.g., KTO install folders).
• Support Leadership and Executive Admin in high-priority operational projects.
• Assist in vendor coordination, document management, and general office operations.

Skills

Communication skills

Highly organized

Customer service

Tech-savvy

Proactive problem solving

Education

Bachelor's degree or equivalent experience

Tools

QuickBooks Online

Salesforce

Google Workspace

Gmail

Job description

ZMANA is a fast-growing smart technology start-up based in Kaka’ako. We design and install intelligent security and automation systems for residential and commercial clients across O’ahu. Our team thrives on innovation, adaptability, and excellent service. We're looking for a driven, organized, and customer-focused Office Administrator to support our day-to-day operations.

About You

You're proactive, adaptable, and ready to wear many hats in a dynamic work environment. You love solving problems, are great at staying organized, and enjoy helping both customers and teammates. You’re comfortable with technology and take pride in keeping things running smoothly.

Key Responsibilities

• Serve as the first point of contact for customers via phone and email
• Confirm and prepare for the next day's appointments and technician schedules
• Organize paperwork and digital files across ZMANA and affiliated businesses (Google Drive)
• Manage administrative workflows for the CEO's personal LLCs and nonprofit initiatives
• Track and report on utilities, licenses, and billing using QuickBooks Online and Salesforce
• Process Alarm.com RMAs and create accounts for new installations
• Maintain inventory of office and cleaning supplies, and reorder as needed
• Schedule vehicle safety checks and maintenance appointments
• Create and manage internal folders and documentation (e.g., KTO install folders
• Support Leadership and Executive Admin in high-priority operational projects
• Assist in vendor coordination, document management, and general office operations

Preferred Skills & Experience

• Excellent verbal and written communication skills
• Highly organized, detail-oriented, and accountable
• Strong customer service skills and a positive, team-oriented attitude
• Comfort with Macs, Gmail, Google Workspace, and cloud-based tools
• Experience with QuickBooks Online and Salesforce (preferred but not required)
• 3-5 years of administrative or customer service experience
• Bachelor's degree or equivalent work experience
• Ability to learn and adapt quickly in a startup setting
• Full medical, dental, and vision coverage
• Paid time off and holidays
• 401(k) plan
• Growth opportunities in a fast-paced tech startup environment