Office Coordinator, Kapa'a

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.

IN THIS ROLE YOU WILL

• 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

IS THIS ROLE RIGHT FOR YOU?

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.

WHAT YOU'LL BRING TO THE TEAM

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.

WORK LOCATION

Kapa'a, Kauai — In Office

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

COMPENSATION

The base compensation for this position is $20.00 – $25.00 per hour depending on experience and qualifications.

WHY YOU'LL LOVE PROSERVICE

ProService is a Hawaii-based PEO combining payroll, HR, and benefits expertise with purpose-built technology — all backed by the best local service in the islands. Backed by Silver Lake and recognized as one of Hawai?i's Best Places to Work for 20 consecutive years, we're a team of high performers united by one mission: Empowering Employers to Succeed in Hawai?i.

• A PROhana unlike any other. We assume the best in each other, give feedback focused on what's right—not who's right—and show up every day. This isn't just a workplace. It's a community.
• Do work that matters. You'll see exactly how your contributions move the needle—meaningful problems, real decisions, and a seat at the table.
• Grow without a ceiling. Internal roles post first, and we reimburse certifications, conferences, and memberships. Your growth is our growth.
• Compete, collaborate, and win together. High expectations, real accountability, and a team of experts ready to help you push through any obstacle.
• Total rewards built around your whole life. Fully paid healthcare, 401(k) matching, paid parental leave, student loan assistance, employee assistance programs, and paid time off—just to name a few.