Office Manager / Bookkeeper

The Office Manager serves as the primary administrative lead and front-facing ambassador for Healthy Mothers Healthy Babies Coalition of Hawaiʻi (HMHB). This role ensures smooth day-to-day operations of the Oahu office while supporting organization-wide administrative, financial, HR, and compliance functions.

The Office Manager creates a welcoming, organized, and culturally responsive office environment for staff, partners, and community members. They play a critical role in maintaining operational excellence, supporting staff productivity, and ensuring compliance with healthcare, nonprofit, and funder requirements.

• Serve as the first point of contact for visitors, callers, and general inquiries
• Ensure the office is welcoming, functional, and well-organized at all times
• Maintain office hours and coverage schedules; coordinate shared workspace use and meeting room calendars
• Develop and maintain office systems, procedures, and administrative documentation

• Collect and organize invoices, receipts, and supporting documentation from staff and vendors
• Coordinate with contracted bookkeeping, accounting, and grants teams to ensure timely processing and compliance
• Process checks
• Retrieve and distribute mail; prepare and deposit checks
• Maintain organized digital and physical filing systems in compliance with funder and audit requirements

• Coordinate regular office cleaning services, including scheduling, vendor communication, and quality checks
• Manage office supply inventory; order supplies, equipment, and program materials as needed
• Oversee maintenance of office equipment (printers, phones, internet, security systems, fire alarms/extinguishers, etc.
• Track organizational assets and maintain inventory logs

• Schedule routine vehicle maintenance, safety inspections, registration, and insurance renewals for HMHB vans/mobile units
• Coordinate regular cleaning and restocking of vans used for outreach and mobile services

• Support payroll processing and timekeeping coordination.
• Track staff onboarding/offboarding documentation
• Ensure providers and applicable staff maintain current licenses, certifications, and credentials; monitor expiration dates and coordinate renewals
• Maintain training records and ensure staff meet required compliance and professional development standards
• Approve and track staff training requests in alignment with organizational policy

• Schedule board, staff, and committee meetings; prepare agendas, packets, and materials
• Assist with meeting logistics, minutes coordination, and follow-up action tracking
• Maintain organizational calendars and key deadlines

• Maintain a master schedule of organizational activities, events, and outreach
• Coordinate with communications staff to ensure accurate, timely updates to the website and social media regarding events and office closures
• Support internal communications related to schedules, office updates, and operational notices

• Participate in community events and outreach activities as needed, providing information, referrals, and administrative support
• Support event logistics, supplies, and post-event follow-up
• Provide recommendations to leadership on event planning, participation strategy, and operational improvements

Other duties as assigned by the Chief Administrative Officer

Qualifications:

• Bachelor’s degree in Public Health, Healthcare Administration, Business Administration, Social Services, or related field (or equivalent professional experience)
• 5+ years administrative/office management experience, preferably in healthcare, public health, or social services
• Experience working with nonprofit compliance, grants, or credentialing systems is strongly preferred
• High attention to detail
• Ability to organize and manage complex calendars, scheduling systems, workflows, and office procedures
• Clear, professional writing and verbal communication; comfortable representing the organization externally
• Positive, compassionate, and culturally responsive interaction with clients, partners, & community members
• Proficiency with Google Workspace, database management (e.g., Apricot, Klara, or similar), and digital scheduling tools
• Comfort with invoicing, expense tracking, reimbursements, and working with accounting partners or systems
• Understanding of basic HR compliance, credential tracking, recordkeeping, and reporting best practices

Job Type: Full-time

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Education:

• Bachelor's (Preferred)

Location:

• Honolulu, HI 96817 (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Honolulu, HI 96817 (Required)

Work Location: Hybrid remote in Honolulu, HI 96817