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Job Title: Office Supervisor

Location: Haiku, Maui

Pay: Full-time @ $25/hr

*Remote Work and Relocation Assistance not offered for this position

Job Summary: Common Ground Collective is seeking an organized and proactive Office Supervisor to oversee and coordinate the day-to-day administrative operations of our office. The Office Supervisor will play a key role in ensuring the smooth functioning of our organization, supporting our mission to foster a more sustainable community in Maui. This position requires a dynamic individual who can manage multiple tasks, work well under pressure, and contribute positively to our team environment.

Key Responsibilities include but are not limited to:

Office Administration and Operations:

• Oversee office operations and staff, ensuring a clean, organized, and efficient work environment.
• Maintain office supplies inventory, placing orders as needed and ensuring all equipment is in working order.
• Handle office communications, including answering phones, managing emails, and coordinating with Operations Manager, staff, clients, vendors, buyers and service providers.
• Train new and existing employees on office policies and procedures.

Scheduling and Calendar Management:

• Manage and coordinate the program schedule when needed, including harvests, maintenance, meetings, appointments, and travel arrangements.
• Organize and schedule meetings and appointments for the team and clients, ensure all logistics are in place, and prepare necessary materials.

Volunteer Coordination:

• Assist with the recruitment, onboarding, and scheduling of volunteers.
• Maintain accurate records of volunteer hours and activities, and support volunteer engagement and retention initiatives.

Data Entry and Record Keeping:

• Perform accurate and timely data entry tasks, maintaining up-to-date records for various projects and programs.
• Organize and manage digital and physical filing systems, ensuring that all documents are easily accessible and properly archived.

Report Preparation and Documentation:

• Assist in drafting, editing, and formatting reports, presentations, and other documentation required by the Executive Director and other team members.
• Ensure that all documents meet the organization's standards and are submitted in a timely manner.

Customer Service and Communications:

• Serve as a point of contact for inquiries, providing excellent customer service to stakeholders, volunteers, and the general public.
• Address and resolve customer questions or concerns, escalating issues to the appropriate team members when necessary.

Financial Administration and Invoicing:

• Manage the preparation and processing of invoices, ensuring accuracy and timely submission.
• Prepare and distribute donation receipts to donors, maintaining detailed records for compliance and reporting purposes.
• Collect and organize receipts for all purchases, services, and deliveries, and ensure they are properly documented and delivered to the accounting firm on schedule.
• Collaborate with the accounting firm to ensure accurate financial record-keeping and assist in reconciling any discrepancies.

Administrative Support:

• Provide general administrative support to the Executive Director and other team members as needed.
• Assist with project coordination, events, including tracking deadlines, milestones, and deliverables.
• Perform light office cleaning and maintenance tasks to ensure a welcoming environment.

Minimum Qualifications:

• High school diploma or equivalent.
• Three (3) years of experience with office administration, personal computers, Google Suite, and social media.
• Excellent communication and customer service skills.
• Ability to multitask, prioritize, and work effectively under pressure.
• Strong organizational skills and attention to detail.
• Reliable transportation and legally able to work in the US.

Preferred Qualifications:

• College courses or degrees in Business Administration or a related field.
• Experience in supervisory or management roles.
• Previous experience in volunteer coordination and non-profit organizations.

How to Apply:

Interested applicants should send a resume, including references, and a cover letter outlining how they meet the specific requirements of the position to [email protected].
This position is available immediately, and applications will be reviewed on a rolling basis.

Join Common Ground Collective and contribute to making Maui a more sustainable and resilient community!