Administrative Assistant

Koa Maintenance & Cleaning • Honolulu, HI

2d

About The Position

Administrative Assistant (Office & Onboarding Support) Koa Maintenance & Cleaning (KMC) | Oʻahu-based | Supports statewide teams You’ll Love This Role If You Like To… ✅ Support people and make their day easier ✅ Organize systems, paperwork, schedules, and supplies ✅ Coordinate details and keep things moving smoothly ✅ Maintain a clean, professional, welcoming environment ✅ Track progress and follow up until things are complete ✅ Ensure accuracy, consistency, and strong communication ✅ Protect confidentiality and handle sensitive information responsibly What You’ll Do (Key Responsibilities) Welcome & Support Greet employees and guests warmly and professionally Assist visitors and ensure they reach the right person Maintain a front office that reflects KMC’s hospitality and professionalism Organize & Prepare Prepare and print schedules, assignment sheets, and forms Keep office supplies stocked and reorder before items run out Maintain organized digital filing systems for HR and Operations documents Support leaders by preparing reports, memos, and meeting materials Coordinate Communication Serve as the central point of communication for office operations Relay messages promptly and professionally Distribute updates, announcements, and company memos clearly and accurately Support Onboarding & New Hires Coordinate onboarding details so new hires start strong Ensure new employees receive company information, assignments, and key contacts Issue uniforms, badges, and property-specific materials Track training progress and follow up with managers Support 30-day check-ins and ensure documentation is complete Maintain a welcoming open-door approach for employees to “talk story” and share feedback Maintain Office Operations Keep reception, meeting rooms, and office areas clean and ready Reserve conference rooms and set up meeting spaces Uphold confidentiality and professionalism at all times Manage Payroll Distribution & Logistics Receive , organize , and distribute biweekly paychecks accurately Verify names and acknowledgment reports Prepare paycheck pickup lists and notify leaders when ready Print paystubs upon request Reload monthly Holo cards Complete union deduction/dues spreadsheets and submit to Accounting Prepare per diem packets and itineraries for off-island travel Collect uniforms from separated employees and coordinate laundering What Helps You Succeed Here We’re looking for someone who naturally wants to: follow through stay organized help others work steadily and accurately keep the office running smoothly communicate clearly stay calm and professional do things the right way Qualifications Required High school diploma (or equivalent) Strong proficiency with Microsoft Word, Excel, Outlook, PowerPoint Strong organization and time management Excellent attention to detail Strong communication skills Valid driver’s license (Real ID/Gold Star) Ability to travel to neighbor islands as needed Culture Fit At KMC, we value people who: ✅ show up ✅ help the team ✅ stay organized ✅ take ownership ✅ communicate clearly ✅ follow through In your first 60–90 days, success looks like: You maintain a well-run and welcoming office You keep onboarding organized and consistent You track details and close loops without needing reminders Leaders and employees trust you because you’re reliable, accurate, and supportive

Requirements

• High school diploma (or equivalent)
• Strong proficiency with Microsoft Word, Excel, Outlook, PowerPoint
• Strong organization and time management
• Excellent attention to detail
• Strong communication skills
• Valid driver’s license (Real ID/Gold Star)
• Ability to travel to neighbor islands as needed

Responsibilities

• Greet employees and guests warmly and professionally
• Assist visitors and ensure they reach the right person
• Maintain a front office that reflects KMC’s hospitality and professionalism
• Prepare and print schedules, assignment sheets, and forms
• Keep office supplies stocked and reorder before items run out
• Maintain organized digital filing systems for HR and Operations documents
• Support leaders by preparing reports, memos, and meeting materials
• Serve as the central point of communication for office operations
• Relay messages promptly and professionally
• Distribute updates, announcements, and company memos clearly and accurately
• Coordinate onboarding details so new hires start strong
• Ensure new employees receive company information, assignments, and key contacts
• Issue uniforms, badges, and property-specific materials
• Track training progress and follow up with managers
• Support 30-day check-ins and ensure documentation is complete
• Maintain a welcoming open-door approach for employees to “talk story” and share feedback
• Keep reception, meeting rooms, and office areas clean and ready
• Reserve conference rooms and set up meeting spaces
• Uphold confidentiality and professionalism at all times
• Receive , organize , and distribute biweekly paychecks accurately
• Verify names and acknowledgment reports
• Prepare paycheck pickup lists and notify leaders when ready
• Print paystubs upon request
• Reload monthly Holo cards
• Complete union deduction/dues spreadsheets and submit to Accounting
• Prepare per diem packets and itineraries for off-island travel
• Collect uniforms from separated employees and coordinate laundering

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED