Office Administrator
Are you someone who thrives in fast-moving environments, loves building systems, stays ahead of the details, and takes pride in being the backbone of smooth operations? If so, this opportunity is made for you.
We are a dynamic, multi-company organization made up of three high-performing event logistics and staffing companies and one innovative, technology-driven startup. Together, our teams support hospitality operations, large-scale events, workforce solutions, and cutting-edge tech development. At the core of everything we do is operational excellence - and that's where you come in.
We're looking for an exceptional Office Administrator who is ready to grow into a leadership-level role. You'll begin part-time, working closely with our brilliant Office Administrator, learning the systems, culture, and rhythm of our companies. Later this year, you will transition into a full-time, lead role while she is on maternity leave - giving you ownership, responsibility, and the chance to truly shine.
If you want a role that blends structure with innovation, numbers with communication, and admin precision with leadership impact, this role offers it all.
What You'll Be Doing (Your Day-to-Day Impact)
1. Financial Administration & Accuracy
- Support accounts receivable & accounts payable
- Manage coding, expense tracking, and vendor/client communication
- Assist with monthly financial close with our accounting partners
- Prepare organized expense summaries and insights directly for the CEO
- Ensure financial records are accurate, timely, and audit-ready
2. Invoicing & Payroll (The Heartbeat of Our Service-Based Business)
- Prepare and deliver weekly invoicing for multiple companies
- Coordinate weekly payroll with the Staffing Management team
- Double-check timecards, rate accuracy, and billing rules
- Maintain strict confidentiality with sensitive payroll information
3. Office Operations & Organization
- Order supplies, track inventory, and coordinate basic facilities needs
- Maintain internal documents, forms, SOPs, and shared drives
- Ensure onboarding/offboarding packets are complete, accurate, and stored properly
- Improve internal processes for efficiency and clarity
4. Calendar & Communication Excellence
- Manage and coordinate calendars for senior leaders
- Schedule meetings across time zones and across companies
- Prepare agendas, reminders, follow-up notes, and document packets
- Draft clear, professional internal and client-facing communications
5. Project Management (Where You Become Indispensable)
- Assist with and lead internal projects such as:
- Software implementations
- Process audits
- Onboarding workflow redesign
- SOP creation and updates
- Track deliverables, follow up on action items, and ensure deadlines are met
6. Leadership Support & Cultural Alignment
- Become a trusted right-hand to company leadership
- Participate in daily huddles with clear updates and next steps
- Embody and reinforce AlohaHP values:
- Service
- Learning
- Growth mindset
- Solution orientation
- Integrity
- Professional excellence
What Makes You a Strong Fit
You will thrive here if you:
- Have 2+ years of administrative or operations experience
- Love structure, organization, spreadsheets, and systems
- Are proactive - you notice what needs to be done before being asked
- Are excellent with Google Workspace (Sheets, Docs, Drive, Gmail)
- Can learn tools like QuickBooks, Expensify, Bill.com, ATS/HRIS systems
- Communicate clearly, professionally, and confidently
- Stay calm under pressure and keep things moving forward
- Want to grow into a bigger leadership role
- Thrive in a fast-paced, entrepreneurial environment
- Enjoy supporting multiple teams and balancing different priorities
- Bonus: Experience in staffing, hospitality, events, operations, or startups
? Hours, Pay & Growth
- Start part-time: 2025 hours/week
- Transition to full-time: 40 hours/week after your 90-day CEO review
- Weekly pay: $18/hour
- Long-term opportunities for growth across multiple teams
- Get hands-on experience with high-level operations, multi-company structure, and leadership workflows
