What are the responsibilities and job description for the Administrative Assistant position at Koa Maintenance & Cleaning?
Administrative Assistant (Office & Onboarding Support)
Koa Maintenance & Cleaning (KMC) | Oʻahu-based | Supports statewide teams
You’ll Love This Role If You Like To…
✅ Support people and make their day easier
✅ Organize systems, paperwork, schedules, and supplies
✅ Coordinate details and keep things moving smoothly
✅ Maintain a clean, professional, welcoming environment
✅ Track progress and follow up until things are complete
✅ Ensure accuracy, consistency, and strong communication
✅ Protect confidentiality and handle sensitive information responsibly
What You’ll Do (Key Responsibilities)
Welcome & Support
- Greet employees and guests warmly and professionally
- Assist visitors and ensure they reach the right person
- Maintain a front office that reflects KMC’s hospitality and professionalism
Organize & Prepare
- Prepare and print schedules, assignment sheets, and forms
- Keep office supplies stocked and reorder before items run out
- Maintain organized digital filing systems for HR and Operations documents
- Support leaders by preparing reports, memos, and meeting materials
Coordinate Communication
- Serve as the central point of communication for office operations
- Relay messages promptly and professionally
- Distribute updates, announcements, and company memos clearly and accurately
Support Onboarding & New Hires
- Coordinate onboarding details so new hires start strong
- Ensure new employees receive company information, assignments, and key contacts
- Issue uniforms, badges, and property-specific materials
- Track training progress and follow up with managers
- Support 30-day check-ins and ensure documentation is complete
- Maintain a welcoming open-door approach for employees to “talk story” and share feedback
Maintain Office Operations
- Keep reception, meeting rooms, and office areas clean and ready
- Reserve conference rooms and set up meeting spaces
- Uphold confidentiality and professionalism at all times
Manage Payroll Distribution & Logistics
- Receive, organize, and distribute biweekly paychecks accurately
- Verify names and acknowledgment reports
- Prepare paycheck pickup lists and notify leaders when ready
- Print paystubs upon request
- Reload monthly Holo cards
- Complete union deduction/dues spreadsheets and submit to Accounting
- Prepare per diem packets and itineraries for off-island travel
- Collect uniforms from separated employees and coordinate laundering
What Helps You Succeed Here
We’re looking for someone who naturally wants to:
- follow through
- stay organized
- help others
- work steadily and accurately
- keep the office running smoothly
- communicate clearly
- stay calm and professional
- do things the right way
Qualifications
Required
- High school diploma (or equivalent)
- Strong proficiency with Microsoft Word, Excel, Outlook, PowerPoint
- Strong organization and time management
- Excellent attention to detail
- Strong communication skills
- Valid driver’s license (Real ID/Gold Star)
- Ability to travel to neighbor islands as needed
Culture Fit
At KMC, we value people who:
✅ show up
✅ help the team
✅ stay organized
✅ take ownership
✅ communicate clearly
✅ follow through
In your first 60–90 days, success looks like:
- You maintain a well-run and welcoming office
- You keep onboarding organized and consistent
- You track details and close loops without needing reminders
- Leaders and employees trust you because you’re reliable, accurate, and supportive