Operations Coordinator

ULU HI-TECH, INC.; Hawaii; On-site; USD 42,000 - 56,000; Full time

Job summary

ULU HI-TECH, INC. in Honolulu, Hawaii is seeking a detail-oriented Operations Coordinator to support asset management operations and daily field activities.

The role collaborates with the Operations Manager, field technicians, and internal teams to ensure service coordination and efficient operations. This full-time, salaried position requires strict SOP adherence, the ability to learn company processes, and timely completion of DOT Rail trainings for site access.

Qualifications

• Strict adherence to SOPs and ability to learn operational procedures.
• Must complete DOT Rail trainings within first 3 months to gain site access.

Responsibilities

• Maintain asset tracking in Maximo and other asset control tools.
• Coordinate field operations and procurement of parts and consumables.
• Perform periodic inventory audits and prepare status reports.
• Document part replacements, manage RMAs, and track testing.
• Maintain warehouse inventory and BIN locations.
• Oversight of card media printing, fulfillment, and deliveries.
• Provide SharePoint administration and manage department calendar.
• Proofread critical communications and support office operations.

Job description

Job Description

Job Summary

We are seeking a detail-oriented Operations Coordinator to support asset management operations in Honolulu, Hawaii.

This full-time position is ideal for candidates with strong coordination, teamwork, and organizational skills who thrive in a fast-paced operations environment.

The Operations Coordinator will work closely with the Operations Manager, Program Manager, field technicians, customer service team, and external stakeholders to support daily activities, service coordination, and operation efficiency. This role requires flexibility, strong communication skills, and the ability to manage multiple responsibilities.

Key responsibilities include supporting asset tracking, coordinating field operations, assisting with service requests, maintaining documentation, and ensuring adherence to standard operating procedures (SOPs). Training will be provided to ensure compliance with company processes, systems, and documentation standards.

This position requires strict adherence to established SOPs and the ability to learn and apply operational procedures, systems, and compliance requirements. Candidates must successfully complete Department of Transportation Services Rail Trainings within the first 3 months of employment to gain required site access.

This is a full-time, salaried position based in Honolulu, HI. The ideal candidate is dependable, detail-oriented, and able to support a wide range of operations and asset management functions in a collaborative team environment.

The scope of this role would be broad based and include, but may not be limited to the following areas and responsibilities:

Essential Duties and Asset Management Task:

• Ensure all assets are accounted for and properly documented in Maximo and/or other asset control systems or tools as required
• Manage procurement of all part and consumables orders, office supplies, tools, etc.
• Manage special inventory projects such as periodic audits as directed
• Assist operations manager in providing asset management status reports on a weekly and monthly basis
• Ensure all part replacements are properly documented in required systems
• Validate all physicalinventory (part spares) and validate final numbers against Maximo
• Manage all aspects of parts repair/replacement process, to include creating the RMA record, shipping to RMA, tracking repair, approvals of initial quote and PO, onboarding returned parts in Maximo and warehouse, and coordinating testing for certain parts
• Managing inventory in warehouse ensuring all parts are stored in the correct BIN location
• Monitor and track all part locations
• Ensure asset data is up todate to support ad-hoc reporting requests
• Coordinate part deliveries and requisitions as needed

Card Media Management Tasks:

• Coordinate card media deliveries and supply requests as needed
• Move, verify, and update card inventory as required
• Support inventory reporting requirements as needed
• Manage the printing, fulfillment and delivery for all custom card orders
• Print and add stickers toHOLOcards as needed

Quality Assurance:

• Provide quality assurance support for program software updates, marketing materials, documentation, and communications to ensure the overall quality for deliverables
• Support UAT (User Acceptance Test) level verification test plans
• Manage and coordinate testing activities
• Identify new areas within the program requiring additional quality assurance support and coordinate QA integration

Standard Operating Procedures (SOP):

• Maintain existing SOPs
• Manage the creation, review and approval of new required asset management SOP
• Assist other departments with SOP creation, review and approval as required
• Maintain master SOP list and SOP Tracker Spreadsheet

Administrative Duties:

• Provide SharePoint administration to ensure all SharePoint sites are accessible, organized and maintained
• Maintain the Asset Management department calendar
• Provide proofreading for all critical written communication
• If needed, manage all aspects of the primary Ulu HI-TechHOLOoffice which includes but is not limited to ensuring secure access, ensuring a clean and orderly workspace, handling requests for office supplies, office workspaces, and office equipment
• The use of the company car to pick up supplies when requested
• Facilitate scheduling and use of any common office areas
• Administrative duties such as creating and modifying change approvals, Doc files, Excel sheets, PDFs and any other documents requested
• Other du