Office Coordinator, Kapa'

Career Opportunities with Pro Service Hawaii

Rated One Of Hawaii's Best Places To Work for 18 Years

Share this with your network or join our talent commnunity!

At Pro Service Hawaii, we’re not just another company-we’re a tribe of passionate people committed to empowering employers and their employees across Hawaii. People are at the heart of everything we do. We know that running a business in Hawaii comes with challenges-from regulatory complexity to high costs. That’s why we’re dedicated to supporting both our clients and our team, fueling the "Why" behind everything we do.

We’re the largest local HR partner trusted by over 3,000 employers and 50,000 employees, providing expert HR consulting, training, benefits, payroll, risk support, and more. We help organizations effectively hire, manage, and grow their teams with confidence. Headquartered in Hawaii with offices on Oahu, Maui, Kauai, and the Big Island, we’ve been voted Best Place to Work for over 18 years.

Join our diverse and resilient team, and together, we’ll make an impact.

We are looking for an Office Coordinator who takes ownership of the front office and treats operational excellence as a personal standard — not a job requirement. This is a role where your presence sets the tone: for clients walking in, employees calling with questions, and vendors needing direction.

What makes this role distinct is scope. You’re not just answering phones or processing paperwork — you’re the connective tissue between departments, the first face people see, and the person who ensures nothing falls through the cracks. You’ll support workflows across the organization while holding a high bar for accuracy, speed, and professionalism every single day.

Serve as the primary point of contact for all walk-ins, incoming calls, and vendor interactions — managing front desk traffic with urgency and professionalism

Respond to and resolve client and employee inquiries, routing calls, cases, mail, and service requests accurately and on time

Process high‑volume documentation including onboarding packets, benefits paperwork, unemployment claims, and Certificate of Insurance (COI) requests

Manage end‑to‑end payroll distribution — printing, packaging, delivery, and mailing — with zero‑error accuracy

Oversee daily office operations: vendor coordination, supply inventory, facility upkeep, and scheduling of shared spaces

Partner with Office Coordinators across locations to align workflows, cross‑cover when needed, and maintain consistent service standards

This is a high‑volume, client‑facing operations role where accuracy and responsiveness aren’t aspirational — they’re the baseline. You’ll be managing simultaneous priorities across calls, walk‑ins, documentation, and logistics in a busy office environment. If you do your best work with variety and a full plate, this role will suit you well.

We’re looking for someone with a demonstrated background in client‑facing or administrative work — ideally in a high‑volume setting. Prior exposure to HR operations is a plus, but not required. What matters most is how you work: organized, calm under pressure, and wired to follow through.

You stay composed when the front desk gets busy. When three things need your attention at once, you triage without dropping the ball — callers feel heard, walk‑ins are acknowledged, and nothing sits unresolved.

You hold yourself to a zero‑error standard on documents and data. You double‑check payroll packets before they go out and flag discrepancies before they become problems — not after.

You’ve improved a process without being asked. You noticed something inefficient, built a workaround or better system, and it stuck.

You take ownership of follow‑through. If you said you’d handle something, it gets handled — no reminders needed, no gaps in accountability.

You’re the person others rely on to keep things running. Colleagues know that if it’s on your plate, it’s covered. You’ve earned a reputation for reliability in fast‑moving environments.

This role is fully in‑office, based out of our Kapa’a office Monday through Friday.