Position Title: Office Coordinator

Location: Kona, Hawaii

Reports To: County Director

Employment Status: Non-Exempt

Why You’ll Love Working With Us:

Located in the heart of Kona, our team is dedicated to creating a positive impact on the community. As an Office Coordinator, you'll be at the center of our operations, ensuring everything runs smoothly and efficiently.

What You’ll Do:

General Office Responsibilities:

• Administrative Support: Keep our project files, contracts, and correspondence organized and accessible.
• HR & Payroll Assistance: Help our team with recruitment, onboarding, benefits, and more.
• Office Maintenance: Manage office equipment, supplies, and provide coverage during business hours.
• Communication: Handle incoming calls, emails, and mail, ensuring seamless communication.
• Documentation: Prepare project correspondence, reports, and documents using MS Office.

Property Management:

• Fair Housing: Ensure that MHK’s fair housing notices are posted in common areas of each facility.

• Rental/Lease Certification: Upon entry review documents with resident the following:
  • MHK’s move-in checklist with pictures of the unit.
  • Income verification is determined according to MHK policy.
  • Rent amount is determined according to MHK policy.
  • Rental collection dates are specified in lease along with type of payment.
  • Security deposit is gathered prior to entry (no cash), or document when arrangements have been made.
  • Month to month lease is reviewed and signed, including most current house rules as special conditions.
• Annual Rental/Lease Recertification 
  • Annually income verification is determined according to MHK policy.
  • Rent amount is determined according to MHK policy.
  • Rental collection dates are specified in lease, along with type of payment.
• Evictions are approved in advance by MHK’s applicable program director/manager along with the CEO.
• Property repairs are monitored monthly with the applicable program director/manager, and priorities are established for funding repairs.
• Tenant Records are maintained monthly in MHK’s property management system.

Financial Coordination:

• Accounts Management: Process invoices, manage accounts payable, and ensure accurate financial records.
• Tenant Relations: Manage rent schedules, collect deposits, and perform daily cash reconciliations.

Project Support:

• Budget Assistance: Aid in compiling project budgets and financial reports.
• Contract Compliance: Ensure all documentation meets HUD and other contractual requirements.
• Client Interaction: Confirm eligibility for services and assist with transportation when needed.

What We’re Looking For:

Essential Qualifications:

• High school diploma or equivalent.
• At least 3 years of experience in office administration.
• Proficiency with MS Office applications.

Preferred Qualifications:

• Associate’s degree in business or a related field.
• Experience in human/social services.

Skills & Abilities:

• Excellent interpersonal and communication skills.
• Strong organizational and problem-solving abilities.
• Ability to handle stressful situations with grace and empathy.

Core Expectations:

• Customer Service: Always proactive in meeting customer needs and maximizing satisfaction.
• Adaptability: Flexible and open to new ideas, supporting new initiatives with enthusiasm.
• Communication: Clear, concise, and effective in both written and verbal communication.
• Teamwork: Collaborate effectively with colleagues to achieve collective goals.
• Accountability: Take responsibility for assignments and assist others in meeting business objectives.

Ready to Make a Difference?

Join our team and help us create a positive, supportive environment for our clients and staff. Apply now and take the first step towards a rewarding career in paradise!