Office Coordinator, Maui

At ProService, 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.

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 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.

WHAT YOU’LL BRING TO THE TEAM

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’re probably a fit if:

• 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 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

Wailuku, Maui — In Office

This role is fully in-office, based out of our Wailuku office Monday through Friday. You’ll be working alongside your team every day — collaboration, culture, and presence are central to how we operate.

In office: Monday – Friday | Hours: 8:00 AM – 5:00 PM

We're hiring for this role on a full-time basis but are open to considering part-time candidates as well.

COMPENSATION

The base compensation for this position is $20.00 – $25.00 per hour, commensurate with experience and qualifications.

WHY 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 Hawaii’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 Hawaii.

• 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.