Office Coordinator

Pacific Commercial Services; Kapolei (HI); On-site; USD 25,000 - 39,000; Full time

Job summary

Pacific Commercial Services is seeking an Office Coordinator to manage day-to-day office tasks and keep operations running smoothly. You will be the first point of contact for customers, handling communications, forms, data entry, and scheduling while supporting fleet compliance and onboarding.

The role emphasizes strong communication, organization, and multi-tasking in a dynamic environment. On-site in Hawaii, with opportunities to contribute to safety and process improvements.

Qualifications

• 3 years of office, administrative, or customer service experience.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Strong data entry skills with high accuracy.
• Excellent phone etiquette and written communication.
• Strong organizational skills with multitasking ability.

Responsibilities

• Answer and direct phone calls in a professional and courteous manner.
• Serve as the front-line contact for walk-in customers and direct them to the right resource.
• Coordinate and communicate with project managers, supervisors, field crews, and customers.
• Assist the Fleet Manager with vehicle and equipment compliance processing, including scheduling inspections.
• Process customer forms and manage project documentation and logs with high accuracy.
• Serve as backup to the dispatcher for scheduling and project documentation.
• Organize and maintain office files, scanning and photocopying.
• Coordinate new employee onboarding schedules and paperwork.
• Coordinate employee uniform program, pricing reviews, and vendor performance.
• Plan and execute employee engagement activities.
• Assist with access to customer facilities, badges and site clearance.
• Maintain office and warehouse supplies inventory and place orders.
• Provide administrative support to staff and perform other duties.

Skills

Customer service

Phone etiquette

Communication

Data entry

Organizational skills

Multitasking

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Excel

Outlook

Job description

ABOUT THE ROLE

We are a growing local company looking for the right person to be a part of our growth. We’re hiring a skilled Office Coordinator to handle day-to-day office and clerical work and keep our operations running smoothly in support of the rest of the business. As the first point of contact for our customers, you’ll bring strong people skills, a commitment to high customer service standards and be exceptional at follow through.

KEY RESPONSIBILITIES

Customer and Team Communication

• Answer and direct phone calls in a professional and courteous manner
• Serve as the front-line contact for walk-in customers, handling requests and directing them to the right resource
• Coordinate and communicate with project managers, supervisors, field crews, and customers

Fleet and Compliance Support

• Assist the Fleet Manager with all vehicle and equipment compliance processing, including scheduling and coordinating the execution of safety checks and 90-point service inspections

Documentation and Data Management

• Process various customer forms as needed by various customers and jobs
• Perform data entry and system data processing for project documentation, records, and logs, including scanning and copying source documents, with a high level of accuracy
• Serve as backup to the dispatcher for scheduling and project documentation
• Organize and maintain office files and records, including filing, scanning, and photocopying

Employee Programs and Support

• Assist in coordinating all new employee on-boarding schedules, new-hire paperwork and set up
• Coordinate the company’s employee uniform program, from ordering and issuing to reviewing vendor performance and pricing
• Plan, organize and execute all employee engagement activities
• Assist with employee access to customer facilities; badging, site paperwork, or clearance requirements

Office and Warehouse Administration

• Maintain the office and warehouse supplies inventory and place orders when necessary
• Provide administrative support to staff members as required
• Perform other related duties as assigned

MINIMUM QUALIFICATIONS

• High school diploma or equivalent of 3 years of office, administrative, or customer service experience
• Proficiency in the Microsoft Office Suite, especially Excel and Outlook
• Strong data entry skills with a high level of accuracy
• Excellent phone etiquette and communication skills, in person and in writing
• Strong organizational skills, with the ability to prioritize and multitask
• Attention to detail when handling forms, records, and compliance documentation
• Ability to work well with a range of people, including customers, field crews, and supervisors

WHY JOIN US?

PCS offers a dynamic work environment where you can lead safety initiatives and drive impactful training programs to enhance workforce well-being. We are committed to investing in your professional development, providing you with the tools, resources, and opportunities to elevate workplace safety and employee training. In this role,you’llhave the chance to develop and implement safety strategies, collaborate with experts to craft effective training programs, and ensure our team stays skilled and compliant.
We seek individuals who are eager to learn, passionate about safety, and ready to take your career to the next level with PCS. If you’re motivated by creating safer workplaces, empowering employees through training, and proactively addressing safety challenges, this position is for you.