Office Manager

The Office Manager serves as the primary administrative lead and front-facing ambassador for Healthy Mothers Healthy Babies Coalition of Hawaiʻi (HMHB). This role ensures smooth day-to-day operations of the Oahu office while supporting organization-wide administrative, financial, HR, and compliance functions.

The Office Manager creates a welcoming, organized, and culturally responsive office environment for staff, partners, and community members. They play a critical role in maintaining operational excellence, supporting staff productivity, and ensuring compliance with healthcare, nonprofit, and funder requirements.

Front Office & Organizational Operations

• Serve as the first point of contact for visitors, callers, and general inquiries

• Ensure the office is welcoming, functional, and well-organized at all times

• Maintain office hours and coverage schedules; coordinate shared workspace use and meeting room calendars

• Develop and maintain office systems, procedures, and administrative documentation

Administrative & Financial Support 

• Collect and organize invoices, receipts, and supporting documentation from staffand vendors 

• Coordinate with contracted bookkeeping, accounting, and grants teams to ensure timely processing and compliance 

• Process checks 

• Retrieve and distribute mail; prepare and deposit checks 

• Maintain organized digital and physical filing systems in compliance with funder and audit requirements 

Facilities, Equipment & Asset Management 

• Coordinate regular office cleaning services, including scheduling, vendor communication, and quality checks 

• Manage office supply inventory; order supplies, equipment, and program materials as needed 

• Oversee maintenance of office equipment (printers, phones, internet, security systems, fire alarms/extinguishers, etc. 

• Track organizational assets and maintain inventory logs 

Van & Mobile Unit Coordination 

• Schedule routine vehicle maintenance, safety inspections, registration, and insurance renewals for HMHB vans/mobile units 

• Coordinate regular cleaning and restocking of vans used for outreach and mobile services 

Human Resources & Credentialing Support 

• Support payroll processing and timekeeping coordination. 

• Track staffonboarding/offboarding documentation 

• Ensure providers and applicable staffmaintain current licenses, certifications, and credentials; monitor expiration dates and coordinate renewals 

• Maintain training records and ensure staffmeet required compliance and professional development standards 

• Approve and track stafftraining requests in alignment with organizational policy 

Board, Staff, & Organizational Reporting Support 

• Schedule board, staff, and committee meetings; prepare agendas, packets, and materials 

• Assist with meeting logistics, minutes coordination, and follow-up action tracking 

• Maintain organizational calendars and key deadlines 

Communications & Scheduling Coordination 

• Maintain a master schedule of organizational activities, events, and outreach 

• Coordinate with communications staffto ensure accurate, timely updates to the website and social media regarding events and office closures 

• Support internal communications related to schedules, office updates, and operational notices 

Community Events & Outreach 

• Participate in community events and outreach activities as needed, providing information, referrals, and administrative support 

• Support event logistics, supplies, and post-event follow-up 

• Provide recommendations to leadership on event planning, participation strategy, and operational improvements 

Other duties as assigned by the Chief Administrative Officer