Office Administrator (Maui)

Liliuokalani Trust

32d•$49,000 - $55,750•Onsite

About The Position

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.

Requirements

Excellent written and interpersonal skills, including the ability to tailor communications to different audiences and actively listen.
Ability to manage multiple tasks efficiently, prioritize effectively, and maintain detailed records.
Expertise in Microsoft Office Suite (Word, Excel, PowerPoint), email management, and other relevant software.
High level of accuracy when handling paperwork and data entry.
Capability to meet deadlines and manage schedules effectively.
Ability to handle several tasks simultaneously and switch between them seamlessly.
Identifying and resolving administrative issues.
Must have a strong personal fit with our non-hierarchical, no ego, strong moral compass, intellectually honest, meritocratic culture.
Ability to guide and support team members
Flexibility to handle changing priorities and situations
Providing excellent support to internal and external individuals
Ability to navigate disagreements and resolve issues professionally
Valid driver license, clean traffic abstract, and access to a privately owned automobile with valid no-fault insurance.
TB clearance.

Nice To Haves

Previous experience in an office support role is preferred.
First Aid and CPR/AED Certification preferred.

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.
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.