Office Coordinator, Maui

Career Opportunities with Pro Service Hawaii

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

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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.

At Pro Service, we’ve spent 30 years helping Hawaii businesses run better — and none of that happens without people who take ownership of the details. Our Maui team is growing, and we’re looking for an Office Coordinator who holds a genuinely high bar for how a front office should run: responsive, accurate, and professional from the first interaction to the last.

This role has more scope than the title suggests. You’re not just answering phones or processing paperwork — you’re the connective tissue between departments, the first face clients and employees encounter, and the person who makes sure nothing falls through the cracks. What makes it work is you: your presence sets the tone for everyone who walks through the door.

• 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 manage simultaneous priorities across calls, walk-ins, documentation, and logistics in a busy office environment. Dropped balls have a direct impact on clients and colleagues, so the standard is high and the accountability is real.

That said, this is also a role with genuine variety and visibility. If you do your best work with a full plate, a team that depends on you, and the satisfaction of keeping a busy office running without a hitch — this is worth a close look.

We’re looking for someone with a proven background in client-facing or administrative work — ideally in a high-volume setting. Prior exposure to HR operations is a plus. 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. A teammate or manager noticed the difference.
• You take ownership of follow-through. If…