Office Administrator (with experience in automation & AI platforms)

Job Overview

We are seeking a highly organized, proactive, and solutions-oriented Office Administrator to oversee daily office operations and ensure smooth administrative functions across the organization. The ideal candidate will possess strong communication, organizational, and multitasking skills, with experience in office management, bookkeeping, and team coordination.

This role offers an opportunity to contribute to a dynamic and growing environment while supporting various departments including human resources, vendor relations, project coordination, and event planning. The position will also work closely with company leadership to identify opportunities for operational improvement, automation, and streamlined project management systems that support the company’s long-term growth and efficiency.

Responsibilities

• Manage calendar scheduling and coordinate appointments for staff and executives
• Oversee vendor management, including procurement and contract negotiations
• Handle bookkeeping, payroll processing, and budgeting activities using QuickBooks or similar software
• Supervise office staff and provide training & development to enhance team performance
• Maintain filing systems, records management, and office operations
• Manage incoming and outgoing communications with professional phone, email, and SMS etiquette
• Organize company logistics including equipment tracking and registration
• Support human resources functions such as onboarding, employee records, and HR compliance
• Ensure office supplies are stocked and equipment is maintained
• Assist with medical office management tasks if applicable
• Perform clerical duties including data entry, correspondence, and document preparation
• Collaborate with company ownership to identify opportunities for operational improvements and business growth
• Assist in developing and implementing automation systems to streamline administrative and project management workflows
• Support ongoing efforts to build and improve project management systems, communication processes, and company-wide operational efficiencies

Requirements

• Proven experience in office administration or related roles with strong clerical and organizational skills
• Prior experience in office management, bookkeeping, payroll, or human resources preferred
• Proficiency in QuickBooks and calendar management tools
• Excellent communication skills with professional phone etiquette
• Supervising experience and team management capabilities
• Ability to handle vendor relations and manage budgets effectively
• Experience with event planning and training & development activities is a plus
• Strong organizational skills with attention to detail in filing, record keeping, and schedule management
• Ability to multitask efficiently in a fast-paced environment
• Interest or experience in workflow automation, systems organization, or project management software is highly desirable
• Previous experience in medical office management or front desk operations is advantageous

This position is integral to maintaining an efficient office environment while supporting the organization’s growth, operational excellence, and ongoing development of scalable systems and automation processes.

Job Type: Full-time

Pay: $40.00 - $60.00 per hour

Benefits:

• Health insurance

Work Location: Hybrid remote in Lihue, HI 96766