Operations Administrative Specialist - Honolulu
About The Position
The Operations Administrative Specialist supports The Facilities Group Hawaii’s operations team by managing records, reports, scheduling, and communications for accounts across the islands. This office-based role also serves as a professional point of contact for clients and employees and is suited to an administrative assistant or coordinator looking to develop a career in operations. The position provides administrative, client and employee, scheduling, and reporting support. It includes occasional site visits and quality inspections, as well as occasional local or inter-island travel. The schedule is Monday through Friday, 8:30 AM to 5:30 PM, though it may vary based on business needs.
Requirements
- High school diploma required.
- 1–3+ years of experience as an administrative assistant, office coordinator, operations assistant, or in a similar role.
- Strong Excel skills.
- Excellent organization, multitasking, and attention to detail.
- Clear, professional, customer-focused communication.
- Ability to work independently and as part of a team in a fast-paced environment.
- Valid driver’s license for occasional local or inter-island travel.
- Flexibility to occasionally support evenings or weekends as needed.
- Ability to lift up to 25 lbs. and walk, stand, and bend during site visits.
Nice To Haves
- Associate’s or Bachelor’s degree in Business or a related field.
- Power BI or similar reporting tools.
- Experience with CRMs, payroll/timekeeping, or scheduling systems.
Responsibilities
- Maintain contracts, client records, and operational files.
- Prepare reports, correspondence, and internal communications.
- Coordinate meetings, training sessions, and team updates.
- Support new-hire onboarding, payroll processing, and timekeeping review.
- Assist with invoicing, billing documentation, and basic accounting.
- Serve as a primary point of contact for client and employee questions.
- Help track and resolve service requests and concerns in a timely manner.
- Assist with setting up new client accounts.
- Coordinate schedules, staffing support, and work orders.
- Track project timelines and keep account information current.
- Enter and maintain data across operations systems and CRMs, including Pipedrive and UtilizeCore.
- Build and distribute reports on service quality, labor, and client performance.
- Identify trends and share ideas to improve operations.
- Join the operations team on occasional site visits and quality inspections.
Benefits
- Paid time off.
- Medical, dental, and vision insurance.
- 401k retirement plan.
- Access to a company cellphone.
- Competitive starting salary with potential to earn performance-based bonuses.
- Clear path for career growth in operations leadership.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
