Alliance Personnel
Operations & Administrative Coordinator
Alliance Personnel, Honolulu, Hawaii, United States, 96814
Overview
Job Location:
Honolulu Compensation:
$20-28/hour Employment Type:
Direct Hire - Part Time Work Schedule:
15–20 hours/week Key Responsibilities
This is a part-time, multi-responsibility role that combines both in-person and remote work. The key functions include:
Maintenance Coordination
– 2 hrs/week: Managing communication between you (the coordinator) and the team in Slack when something breaks, following up with staff for details (in Slack), contacting vendors/technicians (text, email, or phone), reminding the technician until they arrive, and following up with staff that the issue has been resolved.
Gelato Cart Catering Event Planning
– 4-6 hrs/week: Responding to catering inquiries in Gmail, gathering details, keeping all information organized in the Google Sheet booking spreadsheet, and then one month prior to events (e.g., posting to the servers in Slack no later than the beginning of August for September events) posting event assignments/details in the Slack #catering channel.
Basic Bookkeeping
– 1-2 hrs/week: Preparing invoices in QuickBooks Online for wholesale accounts and catering clients, tracking and double-checking payments, and marking payments as paid in the Google Sheet booking spreadsheet for Gelato Cart Catering Clients.
Bank & Drawer Management
– 4–6 hrs total per week (in person 3 days a week): Counting drawers, preparing deposits, making bank runs, updating Google Sheets with totals, and communicating issues via Slack. Writing, mailing and inputting checks in QuickBooks Online for a small number of vendors. Scanning mail with Adobe Scan on your phone and posting PDFs in Slack. In-person days are somewhat flexible, but bank and drawers must be done every other day (e.g., Monday, Wednesday, Friday), with at least 2 of these days aligning with the bank’s open hours (8:30am–4:00pm).
Inventory & Ordering
– 4 hrs/week (In person 2 days a week): Taking weekly inventory of supplies, placing orders with vendors, organizing and labeling delivered items, and adjusting pars on the Google Sheet. Adjusting subscriptions after inventory if needed. This is an in-person duty combined with the days for Bank & Drawer Management.
Qualifications Required Skills and Qualifications:
Reliable and consistent with follow-up and clear + positive communication
in-person and especially via email, Slack, occasional phone calls and texts. Because this is remote, you should be clear, organized, and able to project warmth/positivity in messages with others.
Organized + calm
— most duties require follow-through and keeping track until completion. Use our systems and be independent in making your own checklists and calendar reminders to ensure follow-up tasks are not forgotten.
Proficiency with Gmail, Google Sheets, and general digital organization tools . Training will be provided, but you should be comfortable on the computer and using apps.
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Job Location:
Honolulu Compensation:
$20-28/hour Employment Type:
Direct Hire - Part Time Work Schedule:
15–20 hours/week Key Responsibilities
This is a part-time, multi-responsibility role that combines both in-person and remote work. The key functions include:
Maintenance Coordination
– 2 hrs/week: Managing communication between you (the coordinator) and the team in Slack when something breaks, following up with staff for details (in Slack), contacting vendors/technicians (text, email, or phone), reminding the technician until they arrive, and following up with staff that the issue has been resolved.
Gelato Cart Catering Event Planning
– 4-6 hrs/week: Responding to catering inquiries in Gmail, gathering details, keeping all information organized in the Google Sheet booking spreadsheet, and then one month prior to events (e.g., posting to the servers in Slack no later than the beginning of August for September events) posting event assignments/details in the Slack #catering channel.
Basic Bookkeeping
– 1-2 hrs/week: Preparing invoices in QuickBooks Online for wholesale accounts and catering clients, tracking and double-checking payments, and marking payments as paid in the Google Sheet booking spreadsheet for Gelato Cart Catering Clients.
Bank & Drawer Management
– 4–6 hrs total per week (in person 3 days a week): Counting drawers, preparing deposits, making bank runs, updating Google Sheets with totals, and communicating issues via Slack. Writing, mailing and inputting checks in QuickBooks Online for a small number of vendors. Scanning mail with Adobe Scan on your phone and posting PDFs in Slack. In-person days are somewhat flexible, but bank and drawers must be done every other day (e.g., Monday, Wednesday, Friday), with at least 2 of these days aligning with the bank’s open hours (8:30am–4:00pm).
Inventory & Ordering
– 4 hrs/week (In person 2 days a week): Taking weekly inventory of supplies, placing orders with vendors, organizing and labeling delivered items, and adjusting pars on the Google Sheet. Adjusting subscriptions after inventory if needed. This is an in-person duty combined with the days for Bank & Drawer Management.
Qualifications Required Skills and Qualifications:
Reliable and consistent with follow-up and clear + positive communication
in-person and especially via email, Slack, occasional phone calls and texts. Because this is remote, you should be clear, organized, and able to project warmth/positivity in messages with others.
Organized + calm
— most duties require follow-through and keeping track until completion. Use our systems and be independent in making your own checklists and calendar reminders to ensure follow-up tasks are not forgotten.
Proficiency with Gmail, Google Sheets, and general digital organization tools . Training will be provided, but you should be comfortable on the computer and using apps.
#J-18808-Ljbffr