Office Administrator

Office Administrator

Are you someone who thrives in fast-moving environments, loves building systems, stays ahead of the details, and takes pride in being the backbone of smooth operations? If so, this opportunity is made for you.

We are a dynamic, multi-company organization made up of three high-performing event logistics and staffing companies and one innovative, technology-driven startup. Together, our teams support hospitality operations, large-scale events, workforce solutions, and cutting-edge tech development. At the core of everything we do is operational excellence - and that's where you come in.

We're looking for an exceptional Office Administrator who is ready to grow into a leadership-level role. You'll begin part-time, working closely with our brilliant Office Administrator, learning the systems, culture, and rhythm of our companies. Later this year, you will transition into a full-time, lead role while she is on maternity leave - giving you ownership, responsibility, and the chance to truly shine.

If you want a role that blends structure with innovation, numbers with communication, and admin precision with leadership impact, this role offers it all.

• Support accounts receivable & accounts payable
• Manage coding, expense tracking, and vendor/client communication
• Assist with monthly financial close with our accounting partners
• Prepare organized expense summaries and insights directly for the CEO
• Ensure financial records are accurate, timely, and audit-ready

• Prepare and deliver weekly invoicing for multiple companies
• Coordinate weekly payroll with the Staffing Management team
• Double-check timecards, rate accuracy, and billing rules
• Maintain strict confidentiality with sensitive payroll information

• Order supplies, track inventory, and coordinate basic facilities needs
• Maintain internal documents, forms, SOPs, and shared drives
• Ensure onboarding/offboarding packets are complete, accurate, and stored properly
• Improve internal processes for efficiency and clarity

• Manage and coordinate calendars for senior leaders
• Schedule meetings across time zones and across companies
• Prepare agendas, reminders, follow-up notes, and document packets
• Draft clear, professional internal and client-facing communications

• Assist with and lead internal projects such as:
• Software implementations
• Process audits
• Onboarding workflow redesign
• SOP creation and updates
• Track deliverables, follow up on action items, and ensure deadlines are met

• Become a trusted right-hand to company leadership
• Participate in daily huddles with clear updates and next steps
• Embody and reinforce AlohaHP values:
• Service
• Learning
• Growth mindset
• Solution orientation
• Integrity
• Professional excellence

You will thrive here if you:

• Have 2+ years of administrative or operations experience
• Love structure, organization, spreadsheets, and systems
• Are proactive - you notice what needs to be done before being asked
• Are excellent with Google Workspace (Sheets, Docs, Drive, Gmail)
• Can learn tools like Quick Books, Expensify, , ATS/HRIS systems
• Communicate clearly, professionally, and confidently
• Stay calm under pressure and keep things moving forward
• Want to grow into a bigger leadership role
• Thrive in a fast-paced, entrepreneurial environment
• Enjoy supporting multiple teams and balancing different priorities
• Bonus:
  Experience in staffing, hospitality, events, operations, or startups

• Start part-time: 20–25 hours/week
• Transition to full-time: 40 hours/week after your 90-day CEO review
• Weekly pay: $18/hour
• Long-term opportunities for growth across multiple teams
• Get hands-on experience with high-level operations, multi-company structure, and leadership workflows