Office Coordinator (Field Operations)

PURPOSE STATEMENT

The Office Coordinator provides administrative support in executing the department’s daily operations, while balancing multiple priorities across cross-functional teams in a fast-paced environment.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

- Organizes, develops, and implements office procedures to ensure the effective, efficient, and systematic processing of data and documentation across all departments within the Field Operations.

- Provides administrative support to employees and department related matters; and completes tasks essential to the overall office administration of the Field Operation, including but not limited to

- Managing correspondence, scheduling and calendar coordination across the departments.

- Maintaining organized filing system for both digital and physical records.

- Coordinating logistics for meetings, training and department/facility events.

- Assists with procurement, invoice processing and purchase card (P-Card) transactions.

- Supporting compliance documentation and reporting across departments.

- Sorting and distributing mail, including pay checks.

- Demonstrates strong proficiency in operational applications, such as Cayenta, Great Plains, and MS360.

- Provides assistance to the primary administrative support personnel across Oahu operations and assumes their administrative duties during their absence to ensure continuity of operations.

- Oversee the petty cash fund ensuring accurate distribution and documentation of meal allowances and per diem in accordance with the Collective Bargaining Agreement (CBA) or Company Policy.

- Acts as the Bulletin Board Coordinator, responsible for

- Posting all mandated notices in designated areas

- Verifying authorization of all posted materials and the removal of unauthorized content

- Timely removal of expired postings

OTHER FUNCTIONS/RESPONSIBILITIES

- Engages with customers and public as needed.

- Addresses inquiry or promptly transfer/refers to appropriate department.

- Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.

- Comply with all applicable corporate and Hawaii Gas policies and procedures.

- Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.

- Performs all other related duties as instructed by supervisor/manager.

Required Education and/or Work Experience

- Associate’s degree, business college diploma, or degree in a related field.

- Three (3+) years of administrative or office support experience.

- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and common collaboration tools (e.g., Teams, Zoom).

- Proficient in the use of standard office equipment.

- Strong organizational and time-management skills with ability to manage multiple priorities.

- Professional and approachable demeanor when working with employees, vendors, and visitors.

Preferred Education and/or Work Experience

- Bachelor’s degree in Business Administration or related field.

- Experience with scheduling and calendar management for multiple team members.

- Familiarity with expense reporting systems or basic bookkeeping tasks.

- Background in coordinating events, meetings, or vendor services.

- Experience in the utility industry and a union environment.