What are the responsibilities and job description for the Executive Admin position at ZMANA Smart Security Solutions?
About Us
ZMANA is a fast-growing smart technology start-up based in Kaka‘ako. We design and install intelligent security and automation systems for residential and commercial clients across O‘ahu. Our team thrives on innovation, adaptability, and excellent service. We're looking for a driven, organized, and customer-focused Office Administrator to support our day-to-day operations.
About You
You're proactive, adaptable, and ready to wear many hats in a dynamic work environment. You love solving problems, are great at staying organized, and enjoy helping both customers and teammates. You’re comfortable with technology and take pride in keeping things running smoothly.
Key Responsibilities
ZMANA is a fast-growing smart technology start-up based in Kaka‘ako. We design and install intelligent security and automation systems for residential and commercial clients across O‘ahu. Our team thrives on innovation, adaptability, and excellent service. We're looking for a driven, organized, and customer-focused Office Administrator to support our day-to-day operations.
About You
You're proactive, adaptable, and ready to wear many hats in a dynamic work environment. You love solving problems, are great at staying organized, and enjoy helping both customers and teammates. You’re comfortable with technology and take pride in keeping things running smoothly.
Key Responsibilities
- Serve as the first point of contact for customers via phone and email
- Confirm and prepare for the next day's appointments and technician schedules
- Organize paperwork and digital files across ZMANA and affiliated businesses (Google Drive)
- Manage administrative workflows for the CEO's personal LLCs and nonprofit initiatives
- Track and report on utilities, licenses, and billing using QuickBooks Online and Salesforce
- Process Alarm.com RMAs and create accounts for new installations
- Maintain inventory of office and cleaning supplies, and reorder as needed
- Schedule vehicle safety checks and maintenance appointments
- Create and manage internal folders and documentation (e.g., KTO install folders
- Support Leadership and Executive Admin in high-priority operational projects
- Assist in vendor coordination, document management, and general office operations
- Excellent verbal and written communication skills
- Highly organized, detail-oriented, and accountable
- Strong customer service skills and a positive, team-oriented attitude
- Comfort with Macs, Gmail, Google Workspace, and cloud-based tools
- Experience with QuickBooks Online and Salesforce (preferred but not required)
- 3–5 years of administrative or customer service experience
- Bachelor's degree or equivalent work experience
- Ability to learn and adapt quickly in a startup setting
- Full medical, dental, and vision coverage
- Paid time off and holidays
- 401(k) plan
- Growth opportunities in a fast-paced tech startup environment