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Check with seller Operations Coordinator Honolulu

Published date: April 3, 2022
  • Location: Honolulu, Hawaii, United States

Job Posting Title

Operations Coordinator

Employee Type

Regular

Recruiting Start Date

03-24-2022

Work Year

12

Job Exempt?

No

Recruiting End Date

04-12-2022

Aloha mai! Mahalo for your interest in Kamehameha Schools. If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Job Summary

Processes purchase requisitions, purchase orders, and receipt of materials and services, in accordance with Kamehameha Schools (KS) policy and procedures. Monitors and enforces terms, scope of services, and payment schedules for Service Agreements. Provides administrative support for various operational programs.

Essential Responsibilities

Procurement

Ensure services-related contracts, agreements, amendments, and master contracts are complete and processed in a timely manner. Monitors and reports ongoing contract expiration and certificates of insurance.
Assure proper on-going operation of purchasing process. Maintains, monitors, and resolves purchasing transactions to ensure efficient operations. Assures all phases of the purchasing transaction is completed (requisition, purchase order, receiving, and invoicing)
Follows up and resolves transactional issues in delivery, service, or quality of goods requisitioned by requestor.
Assures pricing matches contracted price list or fee scheduled (transaction audit).

Vendor Management

Conducts vendor qualification reviews, to include regulatory and compliance verification, licensing, and background checks.
Responsible for maintaining and filing service agreement portfolio, ensuring service agreements are properly funded and providing notification for over/under actual to budget conditions.
Provide contract administration for consultant and construction-related contracts, agreements, including change orders and amendments, verifying that KS' requirements are met and that payments are in accordance with the contract and work performed.
Conducts compliance oversight of project implementation related to internal policies and procedures, procurement of Major Repair and Capital Improvement Projects, services, vendor qualifications, contracts and insurance and bonding requirements.

Contract Management

Ensure construction-related contracts, agreements, change orders, amendments, and master contracts are in compliance with KS policy and procedures, contains standard contractual terms and conditions, guidelines are applied consistently throughout the capital construction program, with scope aligned to project goals.
Routes construction documents for approval.
Verifies contract and system information is accurate

Accounts Payable

Conducts due diligence for payment requests.
Responsible for prioritizing, verifying, and processing invoices in a manner that is timely, accurate, and in compliance with KS' contract terms and conditions.

Customer Service

Performs customary reception area duties including, but not limited to:
Welcomes visitors and guests in a friendly and welcoming manner; determines nature of business and announces visitors to appropriate KS representative.
Monitor visitors and surrounding reception areas for suspicious activities and/or persons. Report any suspicious activities or persons immediately to appropriate parties.

Administrative Support

Provides administrative support of a routine nature with various division operational programs as needed.
Processes, inputs, dispatches and tracks General Service Office work orders.
Processes travel reservations and expenses.
Processes P-Card expenses and reporting.
Provides status updates of purchase requisitions, purchase orders, and invoices for MRCIP projects.

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

Associates Degree
Minimum of 3 years of experience in front office, administrative support, business, procurement, purchasing or related field.
Proficient knowledge of standard office PC software applications such as Excel and Word.
Strong organizational skills and ability to manage a variety of assignments and deadlines.
Demonstrated flexibility in response to change in projects, focus, deadlines, etc.
Strong verbal and written communication skills, with the ability to interact effectively and professionally with all levels of staff and leadership within KS, as well as the general public.
Demonstrated ability to exercise sound judgement and decision making.
Ability to work evening and weekend hours as required to meet goals and objectives.

Preferred Qualifications

Familiarity with online procurement software applications such as PeopleSoft Financials and Supply Change Management.
Familiarity with KS organization, operations and issues.

Physical Requirements

Frequently sits, perform desk-based computer tasks and grasps using light or fine manipulation, talk or hear.
Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.
Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Working Conditions

This position may involve traveling to various locations, including neighbor islands to conduct business.
Work is conducted in an office/school environment and may require work to be conducted in non-standard workplaces.
Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours are often required to meet goals and objectives.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

(For Internal Use Only: #LI-CA)

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Primary Location

Kawaiahao Plaza

City, State

Honolulu, Hawaii

Additional Locations

Contact seller Share

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