Office Coordinator, Kapa'a

At ProService, we’ve spent 30 years helping Hawaii businesses run better — and none of that happens without people who take ownership of the details. Our Kaua?i team is growing, and we’re looking for an Office Coordinator who holds a genuinely high bar for how a front office should run: responsive, accurate, and professional from the first interaction to the last.

This role has more scope than the title suggests. You’re not just answering phones or processing paperwork — you’re the connective tissue between departments, the first face clients and employees encounter, and the person who makes sure nothing falls through the cracks. What makes it work is you: your presence sets the tone for everyone who walks through the door.

IN THIS ROLE YOU WILL

• Serve as the primary point of contact for all walk-ins, incoming calls, and vendor interactions — managing front desk traffic with urgency and professionalism.
• Respond to and resolve client and employee inquiries, routing calls, cases, mail, and service requests accurately and on time.
• Process high-volume documentation including onboarding packets, benefits paperwork, unemployment claims, and Certificate of Insurance (COI) requests.
• Manage end-to-end payroll distribution — printing, packaging, delivery, and mailing — with zero-error accuracy.
• Oversee daily office operations: vendor coordination, supply inventory, facility upkeep, and scheduling of shared spaces.
• Partner with Office Coordinators across locations to align workflows, cross-cover when needed, and maintain consistent service standards.

IS THIS ROLE RIGHT FOR YOU?

This is a high-volume, client-facing operations role where accuracy and responsiveness aren’t aspirational — they’re the baseline. You’ll manage simultaneous priorities across calls, walk-ins, documentation, and logistics in a busy office environment. Dropped balls have a direct impact on clients and colleagues, so the standard is high and the accountability is real.

That said, this is also a role with genuine variety and visibility. If you do your best work with a full plate, a team that depends on you, and the satisfaction of keeping a busy office running without a hitch — this is worth a close look.

WHAT YOU’LL BRING TO THE TEAM

We’re looking for someone with a proven background in client-facing or administrative work — ideally in a high-volume setting. Prior exposure to HR operations is a plus. What matters most is how you work: organized, calm under pressure, and wired to follow through.

You’re probably a fit if:

• You stay composed when the front desk gets busy.When three things need your attention at once, you triage without dropping the ball — callers feel heard, walk-ins are acknowledged, and nothing sits unresolved.
• You hold yourself to a zero-error standard on documents and data.You double-check payroll packets before they go out and flag discrepancies before they become problems — not after.
• You’ve improved a process without being asked.You noticed something inefficient, built a workaround or better system, and it stuck. A teammate or manager noticed the difference.
• You take ownership of follow-through.If you said you’d handle something, it gets handled — no reminders needed, no gaps in accountability.
• You’re the person others rely on to keep things running.Colleagues know that if it’s on your plate, it’s covered. You’ve earned a reputation for reliability in fast-moving environments.

WORK LOCATION

Kapa?a, Kaua?i — In Office

This role is fully in-office, based out of our Kapa?a office Monday through Friday. You’ll be working alongside your team every day — collaboration, culture, and presence are central to how we operate.

In office: Monday – Friday

COMPENSATION

The base compensation for this position is $20.00 – $25.00 per hour, commensurate with experience and qualifications.

At ProService, compensation is tied to performance. Strong results are recognized and rewarded, and there are clear paths to advance within the Office Coordinator track and into broader operations or HR roles across the organization.

Benefits include, but are not limited to:

• Fully paid healthcare
• 401(k) with company matching
• Paid parental leave
• Student loan assistance
• Professional development reimbursement
• Employee Assistance Program (EAP)
• Paid time off

WHY YOU’LL LOVE PROSERVICE

ProService is a Hawaii-based PEO combining payroll, HR, and benefits expertise with purpose-built technology — all backed by the best local service in the islands. Backed by Silver Lake and recognized as one of Hawai?i’s Best Places to Work for 20 consecutive years, we’re a team of high performers united by one mission: Empowering Employers to Succeed in Hawai?i.

• A PROhana unlike any other. We assume the best in each other, give feedback focused on what’s right—not who’s right—and show up every day. This isn’t just a workplace. It’s a community.
• Do work that matters. You’ll see exactly how your contributions move the needle—meaningful problems, real decisions, and a seat at the table.
• Grow without a ceiling. Internal roles post first, and we reimburse certifications, conferences, and memberships. Your growth is our growth.
• Compete, collaborate, and win together. High expectations, real accountability, and a team of experts ready to help you push through any obstacle.
• Total rewards built around your whole life. Fully paid healthcare, 401(k) matching, paid parental leave, student loan assistance, employee assistance programs, and paid time off—just to name a few.