Operations Coordinator

Hawaiian Building Maintenance•Honolulu, HI

8h•Hybrid

About The Position

The Operations Coordinator supports an assigned Account Manager by coordinating the administrative, logistical, and operational follow-up needed to keep assigned accounts running smoothly. This role is dedicated to a defined account group and is intended to create leadership capacity for the Account Manager by taking ownership of coordination tasks that require accuracy, responsiveness, organization, and timely communication. The Operations Coordinator does not replace the Account Manager’s leadership responsibility or serve as an informal supervisor. Instead, this role supports account execution by overseeing the operations of assigned account to include helping manage schedules, timekeeping follow-up, supply coordination, work orders, documentation, reporting, communication tracking, and operational details.

Requirements

High school diploma or equivalent required.
Strong organizational, tracking, and follow-up skills.
Strong attention to detail and ability to manage multiple priorities.
Good written and verbal communication skills.
Ability to work professionally with employees, managers, customers, and support departments.
Basic proficiency with Microsoft Office, email, spreadsheets, and company systems.
Ability to maintain confidentiality and handle sensitive employee or customer information appropriately.
Ability to work independently while keeping the assigned Account Manager informed.

Nice To Haves

Prior administrative, operations, scheduling, payroll, dispatch, customer service, or facilities support experience.
Experience supporting field operations or a distributed workforce.
Experience with timekeeping, payroll coordination, work order tracking, or supply coordination.
Knowledge of janitorial or facility services operations helpful, but not required.

Responsibilities

Support the assigned Account Manager with day-to-day coordination across assigned accounts.
Track open operational items and follow up to ensure completion.
Help coordinate coverage needs, scheduling updates, special requests, and service changes.
Maintain organized records of account-related requests, follow-up items, and deadlines.
Help ensure operational issues are routed to the correct person or department.
Assist with schedule tracking and staffing coordination for the assigned area/account group.
Communicate call-outs, coverage gaps, and schedule changes as directed and ensure proper coverage at all times for assigned accounts.
Support coordination between the Account Manager, supervisors, working leads, employees, and Mobile Workforce leadership.
Help identify recurring scheduling or attendance issues for Account Manager review.
Maintain accurate information related to employee assignments and site coverage.
Assist with documenting Mobile Workforce requests and assignments.
Track mobile support needs, completion status, and follow-up requirements.
Communicate scheduling or logistical details to the Mobile Workforce Account Manager as directed.
Help ensure mobile support is coordinated efficiently, accurately, and cost-effectively.
Support timely and accurate payroll/timekeeping follow-up.
Track missing punches, time card issues, schedule discrepancies, and payroll corrections.
Communicate with employees, supervisors, Account Managers, and Payroll as needed.
Help reduce payroll errors by ensuring timely documentation and follow-up.
Escalate recurring issues to the assigned Account Manager.
Coordinate supply requests, inventory needs, equipment issues, and customer work order follow-up.
Track supply orders and ensure the Account Manager is aware of shortages, delays, or recurring cost concerns.
Help coordinate equipment repairs, replacements, or movement between sites.
Support documentation of special project needs, customer requests, and completion status.
Serve as a coordination point between the assigned Account Manager, field leadership, employees, Mobile Workforce, Payroll, HR, Safety, Finance, and other support departments.
Track assigned follow-up items and ensure timely communication.
Prepare updates, reports, and summaries as requested.
Maintain professional communication with internal teams and, when appropriate, customer contacts.
Escalate unresolved or high-priority issues to the Account Manager.
Maintain accurate records related to schedules, work orders, supplies, timekeeping, follow-up items, and account support activities.
Assist with compiling account updates, operational reports, inspection follow-up, and customer service documentation.
Support the Account Manager with data needed for account reviews, P&L discussions, staffing analysis, and performance tracking.
Help organize information so the Account Manager can focus on decision-making, leadership, P&L management, and customer relationships.