I. JOB SUMMARY: Under the supervision of the Executive Director, the Operations Manager provides comprehensive leadership and coordination of the agency’s administrative, facilities, human resources, events, and office operations. This position ensures the smooth day-to-day functioning of internal systems, oversees office personnel, and supports organizational effectiveness aligned with Hale ʻŌpio Kauaʻi's mission and values.
II. QUALIFICATIONS REQUIREMENTS
Skills/Knowledge: Strong proficiency in MS Office (Word, Excel, Outlook, etc.). Familiarity with HR practices, nonprofit administration, and office technology. Excellent time management, organization, and multitasking abilities. Strong interpersonal and problem-solving skills. Ability to maintain confidentiality and demonstrate cultural sensitivity.
Education/Training: Associate’s or Bachelor’s degree in Business, Office Administration, HR, or related field preferred
Experience: Minimum 3–5 years of administrative or operations experience, preferably in a nonprofit or social service setting
III. ESSENTIAL JOB FUNCTIONS
Office & Administrative Operations
Provide leadership to administrative staff and ensure quality clerical support across departments
Maintain agency-wide forms, brochures, and business documents
Manage incoming/outgoing mail, check logs, filing systems, and office supplies inventory
Troubleshoot and coordinate maintenance of office equipment (copiers, phones, computers, etc.)
Maintain vendor relations and manage service agreements (e.g., IT, HVAC, handyman)
Support record-keeping and reporting duties
Human Resources Coordination
Serve as in-house HR point of contact, coordinating with external HR services
Manage recruitment postings, new hire onboarding, and file compliance
Track and ensure timely collection of employment documents (e.g., CPR/First Aid, TB, background checks)
Maintain and audit personnel files
Assist in payroll processing when needed
Risk Management & Facilities
Chair or co-chair the Risk Prevention Committee
Conduct and document monthly safety inspections of all sites
Oversee vehicle maintenance and mileage logs
Coordinate facility maintenance, repairs, and service contracts
Maintain property inventory and manage disposal processes
Event Planning & Coordination
Plan and execute staff and agency-wide events: Annual Meetings, Staff Mahalo, monthly birthdays, seasonal events, etc.
Support community and fundraising events
Coordinate logistics, food, materials, and staff communications
Executive & Board Support
Provide executive-level support to the Executive Director, Controller, and Board
Financial & Contract Support
Deliver deposits to the bank weekly or when thresholds are met
Assist with processing accounts receivables and check logs
Maintain independent contractor files and credentials
Provide backup financial administrative support
Communications & Outreach
Update and manage social media accounts (Facebook, Instagram, Twitter/X)
Coordinate with contracted marketing/web professionals to update website content
Maintain mailing lists and donor tracking systems
Demonstrates ability to work independently and proactively.
Attends trainings and meetings as required.
IV. OTHER JOB FUNCTIONS:
Attends training and meetings as required
Promote a culture of continuous improvements across operations
Perform other tasks as assigned by the Executive Director.
V. WORKING CONDITIONS:
Environment: Primarily office-based, with occasional off-site duties.
Equipment Use: Standard office and communication equipment
Work Hours: Normal business hours are 8:30 a.m. to 4:30 p.m., Monday through Friday. Flexibility required. Occasionally work more than 40 hours a week, on weekends and evenings.
Physical: Must lift/carry up to 30 lbs. regularly and 50 lbs. Occasionally.
Driving: Access to a vehicle with a valid license and required insurance.
VI. MENTAL & COMMUNICATION DEMANDS
Ability to prioritize under pressure and manage multiple deadlines.
Effective communicator with diverse teams and stakeholders.
Required frequent decision-making and discretion.
VII. OTHER: Must have access to a vehicle, and if driving, must have a valid driver’s license, safe and responsible driving record, and current no-fault auto insurance, with a minimum of $100,000.00 bodily injury liability coverage.
Equal Employment Opportunity
If interested in applying, please submit a resume and cover via the Craigslist link. Mahalo!