Office Coordinator (Kona)

Hawaii Gas; Kailua (HI); On-site; USD 40,000 - 56,000; Full time

Job summary

Hawaii Gas is seeking an Office Coordinator to provide administrative support across Hawaii Island sites. You will handle calls and emails, process mail and invoices, maintain files, and assist supervisors with administration duties. You will schedule service orders, issue tickets, and support collections data. A valid Hawaii driver's license is required.

This role emphasizes safety, organization, and reliable office operations in a dynamic energy environment on Hawaii Island.

Qualifications

• High school diploma or GED.
• At least two years of administrative experience.
• Proficient in MS Office (Outlook, Word, Excel, Access, and PowerPoint).

Responsibilities

• Provide daily administrative support for Hawaii Island sites.
• Handle calls and emails; transfer messages and escalate issues as needed.
• Process mail, invoices, expense reports, p-card statements, and petty cash.
• Organize and maintain files (personnel, compliance training, truck, and customer records).
• Schedule service orders and delivery tickets; verify tickets and credit checks.
• Assist with supervisor/administration duties as needed.
• Maintain postings on bulletin boards and ensure mandated notices.
• Communicate with customers regarding collections and data reporting.
• Participate in on-call emergency response rotation with dispatchers/Operations.
• Maintain safety compliance and EH&S training.

Skills

Administrative experience

Communication skills

Education

High school diploma or GED

Tools

MS Office

Job description

Overview

The Office Coordinator will perform a variety of administrative duties and support.

Responsibilities

• Provides daily administrative support for Hawaii Island sites. Completes tasks relevant to overall administration/operations support including, but not limited to:
  • Handles all incoming calls and emails; transfers to appropriate employee, takes message, or attempts to resolve issues within scope of knowledge and authority and escalates when necessary.
  • Processes incoming mail.
  • Organizes and maintains files, such as personnel files, compliance training records, truck files, jurisdictional holder files, and customer information.
  • Processes invoices, expense reports, p-card statements, and bad debt reports.
  • Prepares routine forms, memorandums and other business correspondence and documents.
  • Responds to external requests with supervision and guidance from the Supervisor, Administration and/or Operations Supervisors/Managers.
  • Creates requisitions and makes direct purchase of office supplies and other materials as instructed, and coordinates vendor services.
  • Schedules delivery tickets and maintenance service orders for residential and commercial accounts.
  • Inputs and prints all gas delivery tickets when needed and credit checks all delivery tickets and service orders prior to implementation.
• Assists with other primary administrative support personnel and may assume Supervisor, Administration duties and/or East Hawaii Office Coordinator duties during their absence.
• Posts and maintains bulletin board ensuring mandated/necessary postings are properly posted and/or removed in respective timeframe.
• Contacts customers regarding collections and inputs data for reports documenting Hawaii Island collections efforts.
• Administers and maintains the Petty Cash Fund, including processing meal allowance requests, per diem vouchers, and eligible small-dollar reimbursements.
• Compiles, prepares, or assists in preparing and analyzing various data and reports.
• Participates in the on-call emergency response rotation by coordinating with dispatchers and Operations to facilitate emergency response activities and create the necessary service orders and work tickets.
• Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
• Complies with all applicable corporate and Hawaii Gas policies and procedures.
• Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.
• Performs all other related duties as instructed by supervisor/manager.

Qualifications

• High school diploma or GED.
• At least two (2) years of administrative experience.
• Proficient in the use of MS Office suite of tools (Outlook, Word, Excel, Access, and PowerPoint).

Preferred Education and/or Work Experience:

• Experience in gas/utilities industry.
• Experience with scheduling and/or customer service.
• Experience with functioning a computer, printing and scanning.

Required Licensure, Certification, Registration or Designation:

• Valid Hawaii Driver's license.