Position Title: Office Manager, Part-Time or Full-Time
Location: Haleʻiwa, Hawaiʻi
About the Organization: Kōkua Hawaiʻi Foundation (KHF) is a 501(c)3 non-profit organization founded in 2003 that supports environmental education in the schools and communities of Hawaiʻi. KHF’s mission is to provide opportunities that will enhance one's appreciation for and understanding of the environment so that they will be lifelong stewards of the earth. In 2019 KHF acquired 8 acres of land in Haleʻiwa with a vision to establish agricultural, educational, and retail activities that benefit the community and promote local food, waste reduction, and environmental stewardship. The land houses the Kōkua Community Center, three mission-aligned businesses (Kōkua General Store, Kōkua Vintage, ʻĀINA Farm Stand), the Kōkua Learning Farm, and KHF support offices.
Position Description: The Office Manager provides administrative and logistical support for the non-profit’s staff and site, including the office, storefronts, farm, and programs.
This is an excellent opportunity for someone with deep ties to Haleʻiwa and a love for the community. The ideal candidate is a highly efficient, empathetic “people” person with excellent communication skills and a passion for the environment. They are able to anticipate needs, create systems, take direction from multiple teammates, and work independently with little supervision. They are exceptionally well organized, detail oriented, and flexible, and enjoy the administrative challenges of supporting a thriving place-based organization offering diverse programs within a community-oriented organizational culture.
Reports To: Chief Operating Officer and Chief Program Officer
Works Closely With: Social Enterprise Director, Volunteer and Partnership Director, Outreach Manager, and Grants Manager
Duties & Responsibilities:
Administration, Operations and Procedures
- Create systems and manage digital and physical filing, mail, supplies, shopping and errands.
- Answer phones, check voicemail, keep call logs, and distribute messages to staff.
- Receive and process invoices and reimbursements; coordinate with accounting to ensure all are paid on time.
- Conduct vendor research and document quotes and comparisons.
- Build effective working relationships with vendors, mail carriers, neighbors, etc.
Facilities and Equipment
- Establish a high level of organization throughout the site’s physical and digital spaces.
- Coordinate maintenance of equipment and utilities such as computer software, internet networks & servers, data management systems, printer drivers, phone system, alarms, and audio/visual equipment.
- Oversee regular cleaning and maintenance services on all areas of the property, including office, stores, etc. Provide light cleaning and maintain cleaning supplies.
- Monitor office supplies and keep them stocked.
- Maintain an inventory of all KHF equipment, including warranties and service records.
- Manage vehicle registrations, safety checks, routine maintenance, insurance, to keep all KHF vehicles in good working order.
Visitor Experience, Safety, and Security
- Develop, update, and maintain signs and systems to direct visitors, support the flow of people, and maintain safety and security.
- Manage site calendars, ensuring facilities are prepared for all events.
- Greet anyone within eyesight of the main office when there is no public event.
- Provide a short synopsis of KHF to guests, modeling The Kōkua Way.
- Safely address unexpected events and disruptive visitors with tact and boundaries.
- Maintain confidentiality of sensitive information.
- Check First-Aid kits, AED units, and fire extinguishers quarterly to ensure they are in the right location and/or in working condition.
- Organize annual safety drills, such as fire, tsunami, and flood drills.
Communications and Databases
- Manage and develop accurate, up-to-date digital systems.
- Carry out effective correspondence with KHF employees, partners, school administrators and educators, which may include confidential files and information.
- Maintain databases to track all organization contacts, memberships, donations, grants, volunteer activity, program metrics, task management, photo library, waivers, etc.
- Process donations (online, non-online and in-kind) and manage donation communications.
- Support membership system by communicating with members, processing membership requests and resolving back-end membership issues.
- Maintain confidential files, including employee onboarding files and incident reports.
- Support KHF Staff in gathering and archiving stories of organizational impact, including photos, videos and media for KHF socials, website, and outreach materials.
- Support the CRM system including data gathering, data cleaning, data entry, data exports and generally managing back-end organization.
KHF Programs, Staff, Board, and Volunteers
- Assist with KHF events, meetings and workshops, including scheduling, logistics, IT & AV equipment, presentation materials, participant registration, and event set up, troubleshooting, and break down. Events could include a wide array of activities involving KHF staff, board, partners, volunteers, program participants, and customers.
- Ensure employees and guests have access to necessary technology and networks.
- Support KHF school and on-site programs, including preparing materials, organizing event logistics, and maintaining outreach materials inventory.
- Support KHF programs by creating, revising, and administering program application, registration, intake forms.
- Manage organization, program, and staff Google calendars.
- Provide assistance with receipt collection and budget coding.
- Assist with scheduling and recording minutes for meetings as needed.
- Support staff and board gatherings, including event set up and break down and coordinating meals and refreshments.
- Communicate proactively with the leadership team for priorities and approvals, and with staff to identify needs and troubleshoot throughout the organization.
Demonstrable Skills & Capacity
- Two years of experience working in a mission-driven organization including working with program staff and senior leaders
- Demonstrated knowledge of and experience in office management and administration
- Strong Apple computer skills, including proficiency in Google Suite (Drive, Calendars, Docs, Sheets, Slides), project and grant management platforms, as well as the ability to learn to use new programs as needed
- Experience with database systems, spreadsheets, and data visualization
- Excellent time management skills, including ability to multitask and prioritize work
- Detail-oriented and highly organized with strong problem solving skills
- Willingness to be flexible and adaptable in workflow, schedule, and communications
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in diverse communities
- Strong written language skills, including ability to create, compose, and edit
- Excellent speaking and presentation skills
- Highly organized, tidy, and detail oriented
- First Aid trained, or willingness to be trained
- Beginning level proficiency in ʻŌlelo Hawaiʻi or interest and commitment to learning
- Commitment to sustainability, intersectional environmentalism, and growing a healthier future for Hawaiʻi
- Proactive and able to work independently and in a collaborative work environment
- Must have own mobile phone for communications with KHF, schools, and partners (communication reimbursement provided)
- Must have reliable access to personal vehicle/transportation for errands and site visits at multiple locations around the island of Oʻahu (mileage reimbursement provided)
- 3 years of Hawaiʻi-based work experience and 3 Hawaiʻi-based professional references
- Able to lift up to 20 pounds
- College degree preferred
Compensation & Benefits
In-person based on Oʻahu’s North Shore. Occasional evening and weekend work is required. Pay starts at $22/hour or $45,760/year, with the possibility of more based on qualifications and experience. Full medical and dental benefits and a 401(k) matching contribution for employees working 20+ hours per week.
How to Apply: Please email cover letter and resume with three references to [email protected]. Apply by May 31st.