Office Administrator (Maui)

Liliʻuokalani Trust; Hawaii; On-site; USD 45,000 - 62,000; Full time

Job summary

The Office Administrator at Liliʻuokalani Trust oversees the kīpuka’s front office operations, facilities management, and business processes to maximize workspace utilization and operational efficiency. This role collaborates with the IT department and vendors to keep systems, equipment, and services functioning smoothly.

Strong emphasis on organizational excellence, budgeting, and process improvement in a culturally grounded setting, with responsibilities spanning reception, procurement,

Qualifications

• Experience managing front office reception and facilities operations.
• Strong organizational, planning and communication skills.
• Ability to collaborate with IT, vendors and service providers to keep operations running smoothly.

Responsibilities

• Manages the reception area and ensures professional image in communications.
• Oversees administrative operations budget, capital improvements, and expenditures.
• Liaises with IT to ensure daily system functionality (computer, phones, copier, etc.).
• Monitors service contracts and follow-ups with vendors.
• Manages filing systems, permanent records retention, and procurement of office supplies.
• Oversees security, parking, internal moves, and meetings arrangements.

Skills

Front desk management

Multitasking

Interpersonal communication

Job description

Job Purpose

The Office Administrator position is responsible for the overall administrative operations of the kīpuka, 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.

About Kīpuka

Kīpuka are grounded in Hawaiian culture and values through a healing centered approach, with heightened focus elevating the strengths and innate values of all kamalei. Kīpuka provide Hawaiian youth with opportunities to connect to caring adults, peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. Kīpuka are a hub for culture, creativity, healing, technology, and play, and will serve as a resource for kamalei and their ʻohana. These safe spaces are located throughout the pae ʻaina where youth are inspired to pursue their dreams, including exploring pathways in the arts, sports, technology, and entrepreneurship while receiving wraparound support to help them reach their goals and become thriving kamalei.

• 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.
  

Job Purpose

The Office Administrator position is responsible for the overall administrative operations of the kīpuka, 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.

About Kīpuka

Kīpuka are grounded in Hawaiian culture and values through a healing centered approach, with heightened focus elevating the strengths and innate values of all kamalei. Kīpuka provide Hawaiian youth with opportunities to connect to caring adults, peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. Kīpuka are a hub for culture, creativity, healing, technology, and play, and will serve as a resource for kamalei and their ʻohana. These safe spaces are located throughout the pae ʻaina where youth are inspired to pursue their dreams, including exploring pathways in the arts, sports, technology, and entrepreneurship while receiving wraparound support to help them reach their goals and become thriving kamalei.

• 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.
  

Essential 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.
  

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.
• 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.
  

Qualifications

• Excellent written and interpersonal skills, including the ability to tailor communications to different audiences and actively listen.
• Ability to manage multiple tasks efficiently