Office Administrator

Location: California – Bay Area
Start Date: Immediate
Schedule: Part-Time initially (20–25 hrs/week), transitioning to Full-Time (40 hrs/week)
Pay: $18/hour – Paid Weekly
Reports To: Office Administrator (with transition to covering full responsibilities during maternity leave)

✨ Step Into a High-Impact Role Supporting Four Growing Companies

Are you someone who thrives in fast-moving environments, loves building systems, stays ahead of the details, and takes pride in being the backbone of smooth operations? If so, this opportunity is made for you.

We are a dynamic, multi-company organization made up of three high-performing event logistics and staffing companies AND one innovative, technology-driven startup. Together, our teams support hospitality operations, large-scale events, workforce solutions, and cutting-edge tech development. At the core of everything we do is operational excellence - and that's where you come in.

We're looking for an exceptional Office Administrator who is ready to grow into a leadership-level role. You'll begin part-time, working closely with our brilliant Office Administrator, learning the systems, culture, and rhythm of our companies. Later this year, you will transition into a full-time, lead role while she is on maternity leave - giving you ownership, responsibility, and the chance to truly shine.

If you want a role that blends structure with innovation, numbers with communication, and admin precision with leadership impact, this role offers it all.

🌼 What You'll Be Doing (Your Day-to-Day Impact)

1. Financial Administration & Accuracy

• Support Accounts Receivable & Accounts Payable

• Manage coding, expense tracking, and vendor/client communication

• Assist with monthly financial close with our accounting partners

• Prepare organized expense summaries and insights directly for the CEO

• Ensure financial records are accurate, timely, and audit-ready

2. Invoicing & Payroll (The Heartbeat of Our Service-Based Business)

• Prepare and deliver weekly invoicing for multiple companies

• Coordinate weekly payroll with the Staffing Management team

• Double-check timecards, rate accuracy, and billing rules

• Maintain strict confidentiality with sensitive payroll information

3. Office Operations & Organization

• Order supplies, track inventory, and coordinate basic facilities needs

• Maintain internal documents, forms, SOPs, and shared drives

• Ensure onboarding/offboarding packets are complete, accurate, and stored properly

• Improve internal processes for efficiency and clarity

4. Calendar & Communication Excellence

• Manage and coordinate calendars for senior leaders

• Schedule meetings across time zones and across companies

• Prepare agendas, reminders, follow-up notes, and document packets

• Draft clear, professional internal and client-facing communications

5. Project Management (Where You Become Indispensable)

• Assist with and lead internal projects such as:

  • Software implementations

  • Process audits

  • Onboarding workflow redesign

  • SOP creation and updates

• Track deliverables, follow up on action items, and ensure deadlines are met

6. Leadership Support & Cultural Alignment

• Become a trusted right-hand to company leadership

• Participate in daily huddles with clear updates and next steps

• Embody and reinforce AlohaHP values:

  • Service

  • Learning

  • Growth mindset

  • Solution orientation

  • Integrity

  • Professional excellence

🌺 What Makes You a Strong Fit

You will thrive here if you:

• Have 2+ years of administrative or operations experience

• Love structure, organization, spreadsheets, and systems

• Are proactive - you notice what needs to be done before being asked

• Are excellent with Google Workspace (Sheets, Docs, Drive, Gmail)

• Can learn tools like QuickBooks, Expensify, Bill, ATS/HRIS systems

• Communicate clearly, professionally, and confidently

• Stay calm under pressure and keep things moving forward

• Want to grow into a bigger leadership role

• Thrive in a fast-paced, entrepreneurial environment

• Enjoy supporting multiple teams and balancing different priorities

• Bonus: Experience in staffing, hospitality, events, operations, or startups

⏱ Hours, Pay & Growth

• Start Part-Time: 20–25 hours/week

• Transition to Full-Time: 40 hours/week after your 90-day CEO review

• Weekly Pay: $18/hour

• Long-term opportunities for growth across multiple teams

• Get hands-on experience with high-level operations, multi-company structure, and leadership workflows

📧 Email Your Application:

Send your resume + a short message to:

Subject line: "Assistant Office Administrator"

🌐 Apply on Our Website:

AlohaHP

📱 Call or Text Us:

(808) 735-7788

We're reviewing applicants now. If you're ready to step into a role with real growth, real impact, and a team that truly values excellence, apply today!