Operations Administrative Specialist - Honolulu

The Facilities Group Hawaii (TFG HI) is a combination of two local companies that has provided facilities maintenance services to leading businesses in Hawaii for over 50 years. We provide comprehensive commercial building maintenance and cleaning services, including daily janitorial, carpet cleaning, floor stripping and coating, pressure washing, sanitizing, and building maintenance and repairs.

Operations Administrative Specialist – TFG Hawai’i Are you an organized, detail-oriented administrative professional who enjoys keeping a busy team running smoothly? TFG Hawaii is looking for an Operations Administrative Specialist to support our operations team. You’ll manage records, reports, scheduling, and communications for accounts across the islands, and serve as a friendly, professional point of contact for clients and employees.

This office-based role is ideal for an administrative assistant or coordinator ready to grow their career in operations. What’s in it for you: Paid time off. Medical, Dental, and Vision Insurance. 401k Retirement Plan. Access to a company cellphone. Competitive starting salary with potential to earn performance-based bonuses.

Clear path for career growth in operations leadership. What’s expected of you: Administrative Support Maintain contracts, client records, and operational files. Prepare reports, correspondence, and internal communications. Coordinate meetings, training sessions, and team updates. Support new hire onboarding, payroll processing, and timekeeping review.

Assist with invoicing, billing documentation, and basic accounting. Client & Employee Support Serve as a primary point of contact for client and employee questions. Help track and resolve service requests and concerns in a timely way. Assist with setting up new client accounts. Scheduling & Coordination Coordinate schedules, staffing support, and work orders.

Track project timelines and keep account information current. Data & Reporting Enter and maintain data across operations systems and CRMs (Pipedrive, UtilizeCore, etc.) Build and distribute reports on service quality, labor, and client performance. Spot trends and share ideas to improve how we work. Occasional Site Visits Join the operations team on site visits and quality inspections.

Essential knowledge, skills, and abilities: High school diploma required; Associate’s or Bachelor’s degree in Business or a related field preferred. 1–3+ years of experience as an administrative assistant, office coordinator, operations assistant, or similar role. Strong Excel skills; Power BI or similar reporting tools a plus.

Experience with CRMs, payroll/timekeeping, or scheduling systems preferred. Excellent organization, multitasking, and attention to detail. Clear, professional, customer-focused communication. Ability to work independently and as part of a team in a fast-paced environment. Valid driver’s license for occasional local or inter-island travel.

Flexibility to occasionally support evenings or weekends as needed. Able to lift up to 25 lbs. and walk, stand, and bend during site visits. **The Facilities Group Hawaii and its Subsidiaries are committed to fostering, cultivating, and preserving a culture of diversity and inclusion. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Our commitment extends beyond preventing discrimination and harassment; it’s about creating an environment where diverse backgrounds and perspectives are valued. We believe in the power of our people, the ideas they bring, and what we can accomplish together. Consistent with the Americans with Disabilities Act (ADA), all state & federal requirements, it is the policy of The Facilities Group Hawaii to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship.

The Facilities Group Hawaii also provides reasonable accommodations as required under the Pregnant Workers Fairness Act (PWFA) for limitations related to pregnancy, childbirth, or related medical conditions. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process.

If reasonable accommodation is needed, please contact the Recruitment Team at 813-425-1985. #TFGHHP Monday-Friday 8:30AM-5:30PM (Schedule may vary based on business needs)