Office Administrator

Position Overview

The Office Administrator plays a vital role in supporting the Executive Director (ED) and ensuring the smooth, efficient operation of day-to-day office functions. This full-time, in-office position combines administrative leadership, operations management, and HR support. Key responsibilities include staff scheduling, onboarding, compliance tracking, document oversight, medical billing, and close collaboration with the administrative team. The ideal candidate is a proactive problem-solver with exceptional organizational skills, attention to detail, and experience in healthcare or office administration.

Key Responsibilities

• Coordinate daily office operations and proactively streamline workflows in collaboration with the administrative team.
• Maintain organized physical and electronic filing systems; ensure compliance with fiscal and organizational policies.
• Manage data entry and recordkeeping across platforms such as QuickBooks and medical billing systems.
• Collect, input, and organize data, meeting notes, and other documentation at the request of the ED.
• Design and maintain spreadsheets and databases; manage data transfers to support reporting and compliance needs.
• Act as liaison with external contractors, ensuring effective communication and timely completion of contracted work.
• Audit staff-submitted documentation for accuracy and follow up as needed for corrections or updates.
• Assist clients and staff in resolving billing and insurance-related issues.
• Support billing audits and assist with issuing co-pay invoices through our internal billing systems.
• Coordinate logistics and materials for staff meetings and internal events.
• Perform occasional office-related errands (e.g., bank deposits, post office, local supply runs) as part of day-to-day support.
• Support the hiring process through candidate coordination, onboarding, and employment documentation management.
• Track staff compliance with training, credentialing, and other required employment documentation.
• Schedule staff according to operational needs, under the guidance of the ED.
• Oversee and support the Administrative Assistant, including task delegation and performance accountability.
• Assist the Office Manager with HR-related initiatives and other administrative projects as needed.

Qualifications

• Minimum of 2 years’ experience in office administration, HR coordination, or a related role—preferably in a healthcare or behavioral health setting.
• Strong organizational and multitasking skills with a proactive, solutions-oriented mindset.
• Proficiency with QuickBooks, billing systems, and HR-related platforms or processes.
• Excellent verbal and written communication skills.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to work independently while contributing effectively to a team-based environment.

Compensation & Benefits

Salary Range: $35,000 – $49,000 annually (based on experience)

Full-Time Employee Benefits Include:

• Paid Time Off (vacation, personal, and sick leave)
• Health & Vision Insurance
• Discounted or Free Gym Memberships
• Continued Education Reimbursement
• AFLAC Coverage Options
• 401(k) with Employer Matching (upon meeting contribution requirements)
• Family and Medical Leave provided in accordance with FMLA guidelines
• 10 Paid Federal Holidays

Job Type: Full-time

Pay: $40,000.00 - $54,000.00 per year

Benefits:

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

Schedule:

• Monday to Friday

Ability to Commute:

• Kailua, HI 96734 (Preferred)

Ability to Relocate:

• Kailua, HI 96734: Relocate before starting work (Preferred)

Work Location: In person

Salary : $35,000 - $49,000