Office Administrator
AlohaHP, Sausalito, CA, United States
Office Administrator (Part-Time ? Full-Time)
Location: California Bay Area Start Date: Immediate Schedule: Part-Time initially (2025 hrs/week), transitioning to Full-Time (40 hrs/week) Pay: $18/hour Paid Weekly
Step Into a High-Impact Role Supporting Four Growing Companies
Are you someone who thrives in fast-moving environments, loves building systems, stays ahead of the details, and takes pride in being the backbone of smooth operations? If so, this opportunity is made for you.
We are a dynamic, multi-company organization made up of three high-performing event logistics and staffing companies AND one innovative, technology-driven startup. Together, our teams support hospitality operations, large-scale events, workforce solutions, and cutting-edge tech development. At the core of everything we do is operational excellence - and that's where you come in.
We're looking for an exceptional Office Administrator who is ready to grow into a leadership-level role. You'll begin part-time, working closely with our brilliant Office Administrator, learning the systems, culture, and rhythm of our companies. Later this year, you will transition into a full-time, lead role while she is on maternity leave - giving you ownership, responsibility, and the chance to truly shine.
If you want a role that blends structure with innovation, numbers with communication, and admin precision with leadership impact, this role offers it all.
What You'll Be Doing (Your Day-to-Day Impact)
1. Financial Administration & Accuracy
Support Accounts Receivable & Accounts Payable
Manage coding, expense tracking, and vendor/client communication
Assist with monthly financial close with our accounting partners
Prepare organized expense summaries and insights directly for the CEO
Ensure financial records are accurate, timely, and audit-ready
2. Invoicing & Payroll (The Heartbeat of Our Service-Based Business)
Prepare and deliver weekly invoicing for multiple companies
Coordinate weekly payroll with the Staffing Management team
Double-check timecards, rate accuracy, and billing rules
Maintain strict confidentiality with sensitive payroll information
3. Office Operations & Organization
Order supplies, track inventory, and coordinate basic facilities needs
Maintain internal documents, forms, SOPs, and shared drives
Ensure onboarding/offboarding packets are complete, accurate, and stored properly
Improve internal processes for efficiency and clarity
4. Calendar & Communication Excellence
Manage and coordinate calendars for senior leaders
Schedule meetings across time zones and across companies
Prepare agendas, reminders, follow-up notes, and document packets
Draft clear, professional internal and client-facing communications
5. Project Management (Where You Become Indispensable)
Assist with and lead internal projects such as:
Software implementations
Process audits
Onboarding workflow redesign
SOP creation and updates
Track deliverables, follow up on action items, and ensure deadlines are met
6. Leadership Support & Cultural Alignment
Become a trusted right-hand to company leadership
Participate in daily huddles with clear updates and next steps
Embody and reinforce AlohaHP values:
Service
Learning
Growth mindset
Solution orientation
Integrity
Professional excellence
What Makes You a Strong Fit
You will thrive here if you:
Have 2+ years of administrative or operations experience
Love structure, organization, spreadsheets, and systems
Are proactive - you notice what needs to be done before being asked
Are excellent with Google Workspace (Sheets, Docs, Drive, Gmail)
Can learn tools like QuickBooks, Expensify, Bill.com, ATS/HRIS systems
Communicate clearly, professionally, and confidently
Stay calm under pressure and keep things moving forward
Want to grow into a bigger leadership role
Thrive in a fast-paced, entrepreneurial environment
Enjoy supporting multiple teams and balancing different priorities
Bonus: Experience in staffing, hospitality, events, operations, or startups
? Hours, Pay & Growth
Start Part-Time: 2025 hours/week
Transition to Full-Time: 40 hours/week after your 90-day CEO review
Weekly Pay: $18/hour
Long-term opportunities for growth across multiple teams
Get hands-on experience with high-level operations, multi-company structure, and leadership workflows
Ready to Apply? We'd Love to Meet You!
Send your resume + a short message to: Kat@AlohaHP.com Subject line: "Assistant Office Administrator"
Location: California Bay Area Start Date: Immediate Schedule: Part-Time initially (2025 hrs/week), transitioning to Full-Time (40 hrs/week) Pay: $18/hour Paid Weekly
Step Into a High-Impact Role Supporting Four Growing Companies
Are you someone who thrives in fast-moving environments, loves building systems, stays ahead of the details, and takes pride in being the backbone of smooth operations? If so, this opportunity is made for you.
We are a dynamic, multi-company organization made up of three high-performing event logistics and staffing companies AND one innovative, technology-driven startup. Together, our teams support hospitality operations, large-scale events, workforce solutions, and cutting-edge tech development. At the core of everything we do is operational excellence - and that's where you come in.
We're looking for an exceptional Office Administrator who is ready to grow into a leadership-level role. You'll begin part-time, working closely with our brilliant Office Administrator, learning the systems, culture, and rhythm of our companies. Later this year, you will transition into a full-time, lead role while she is on maternity leave - giving you ownership, responsibility, and the chance to truly shine.
If you want a role that blends structure with innovation, numbers with communication, and admin precision with leadership impact, this role offers it all.
What You'll Be Doing (Your Day-to-Day Impact)
1. Financial Administration & Accuracy
Support Accounts Receivable & Accounts Payable
Manage coding, expense tracking, and vendor/client communication
Assist with monthly financial close with our accounting partners
Prepare organized expense summaries and insights directly for the CEO
Ensure financial records are accurate, timely, and audit-ready
2. Invoicing & Payroll (The Heartbeat of Our Service-Based Business)
Prepare and deliver weekly invoicing for multiple companies
Coordinate weekly payroll with the Staffing Management team
Double-check timecards, rate accuracy, and billing rules
Maintain strict confidentiality with sensitive payroll information
3. Office Operations & Organization
Order supplies, track inventory, and coordinate basic facilities needs
Maintain internal documents, forms, SOPs, and shared drives
Ensure onboarding/offboarding packets are complete, accurate, and stored properly
Improve internal processes for efficiency and clarity
4. Calendar & Communication Excellence
Manage and coordinate calendars for senior leaders
Schedule meetings across time zones and across companies
Prepare agendas, reminders, follow-up notes, and document packets
Draft clear, professional internal and client-facing communications
5. Project Management (Where You Become Indispensable)
Assist with and lead internal projects such as:
Software implementations
Process audits
Onboarding workflow redesign
SOP creation and updates
Track deliverables, follow up on action items, and ensure deadlines are met
6. Leadership Support & Cultural Alignment
Become a trusted right-hand to company leadership
Participate in daily huddles with clear updates and next steps
Embody and reinforce AlohaHP values:
Service
Learning
Growth mindset
Solution orientation
Integrity
Professional excellence
What Makes You a Strong Fit
You will thrive here if you:
Have 2+ years of administrative or operations experience
Love structure, organization, spreadsheets, and systems
Are proactive - you notice what needs to be done before being asked
Are excellent with Google Workspace (Sheets, Docs, Drive, Gmail)
Can learn tools like QuickBooks, Expensify, Bill.com, ATS/HRIS systems
Communicate clearly, professionally, and confidently
Stay calm under pressure and keep things moving forward
Want to grow into a bigger leadership role
Thrive in a fast-paced, entrepreneurial environment
Enjoy supporting multiple teams and balancing different priorities
Bonus: Experience in staffing, hospitality, events, operations, or startups
? Hours, Pay & Growth
Start Part-Time: 2025 hours/week
Transition to Full-Time: 40 hours/week after your 90-day CEO review
Weekly Pay: $18/hour
Long-term opportunities for growth across multiple teams
Get hands-on experience with high-level operations, multi-company structure, and leadership workflows
Ready to Apply? We'd Love to Meet You!
Send your resume + a short message to: Kat@AlohaHP.com Subject line: "Assistant Office Administrator"