An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Office Administrator/Operations Coordinator SKIN Kahala - 1.0 Honolulu, HI Job Details Full-time $25 - $30 an hour 15 hours ago Benefits Employee discount Qualifications Computer operation Google Workspace Teamwork Confidential information handling Executive administrative support Attention to detail Time management Full Job Description
OFFICE ADMINISTRATOR
|
OPERATIONS COORDINATOR
Skin Kahala | Honolulu, HI | In Person | $25-$30/hour Are you the person who notices what needs to be done—and just handles it? Skin Kahala is looking for an exceptional Office Administrator / Operations Coordinator to become an important part of our growing luxury medical spa. We are looking for someone who is organized, proactive, dependable, detail-oriented, and exceptionally good at follow-through. You don't need to know everything about aesthetics or medical spas. You do need to be someone who can take a project from "we should probably do this" to "it's done." This is a hands-on role for someone who enjoys creating order, improving systems, keeping people on track, and making an office run better. If you are the person who naturally keeps lists, catches details others miss, follows up when something hasn't been completed, and takes pride in making your team more efficient—we want to meet you.
WHAT YOU'LL DO
Your days will vary, but you may be: Keeping administrative systems, files, forms, and information organized Supporting the Practice Manager with day-to-day operations Coordinating schedules, appointments, and internal communication Tracking projects, deadlines, tasks, and follow-ups Creating and maintaining SOPs, checklists, forms, and training materials Following up with team members to make sure assigned tasks are completed Monitoring inventory and helping ensure supplies are ordered before we run out Maintaining memberships, commissions, trackers, and administrative records Assisting with employee onboarding and team organization Updating CRM and scheduling systems Helping coordinate events, promotions, and special projects Preparing the office and treatment areas for a smooth client experience Helping manage patient follow-up and review-request systems Organizing information and documentation so the team can easily find what they need Identifying things that aren't working and suggesting practical solutions Assisting with occasional Canva, social media, or other creative projects You will not be expected to know all of our systems on day one. We can teach you our software and processes. What we cannot teach as easily is initiative, judgment, organization, communication, and follow-through.
THE PERSON WE'RE LOOKING FOR
You may be an excellent fit if: You naturally notice when something is disorganized and want to fix it You finish what you start You don't need someone constantly checking whether you completed a task You are comfortable following up with people when something is unfinished You can take a general instruction and figure out the steps needed to accomplish it You keep track of details without becoming overwhelmed You can prioritize when several things need attention at once You communicate clearly when something is delayed, unclear, or needs management's attention You write polished, professional emails and documents You are comfortable learning new technology and software You are resourceful and willing to figure things out You can work independently but aren't afraid to ask a thoughtful question You remain calm and professional when the office gets busy You accept feedback well and actually apply it You understand that sometimes the smallest details make the biggest difference in a client's experience You take pride in being the person your team can count on Most importantly: You are a doer. When you see something that needs to be done, your first instinct isn't "someone should take care of that."
It's:
"I'll take care of it."
WHAT WE'RE LOOKING FOR
Required Previous experience in office administration, office management, executive support, practice coordination, project coordination, or a similar role Strong organizational and time-management skills Excellent written and verbal communication Strong attention to detail Excellent follow-through Comfortable using computers and learning new software Ability to handle confidential information professionally Ability to work independently and manage multiple priorities Experience that would be a plus Medical, aesthetics, wellness, beauty, hospitality, or luxury service experience Scheduling or CRM software Microsoft Office / Microsoft Teams Google Workspace Canva Social media Event coordination Inventory management You do not need previous medical-spa experience to be successful in this position. We are much more interested in how you think, how you work, and whether you follow through than whether you've used a particular software program.
A TYPICAL DAY MIGHT LOOK
LIKE... You could start the morning reviewing the schedule and outstanding tasks, follow up on something an employee hasn't completed, update an SOP, check inventory, organize an upcoming event, respond to emails, help solve a scheduling issue, update a tracker, and then notice something else that needs attention and take care of it. Some days will be highly structured. Some days will be unpredictable. You should be comfortable with both. Skin Kahala is a collaborative, active environment. There will be interruptions, questions, changing priorities, and plenty of opportunities to problem-solve. We are looking for someone who can keep moving without losing the details.
WHY SKIN KAHALA?
Skin Kahala is a luxury medical spa and wellness practice in Honolulu specializing in advanced aesthetics, wellness, and elevated client care. You'll have the opportunity to: Work in a beautiful, modern medical-spa environment Become an important part of a growing business Take ownership of meaningful projects Help create and improve systems rather than simply follow them Work alongside a collaborative team Learn about the aesthetics and wellness industry Contribute ideas and improvements Grow with the practice as your responsibilities expand This is a role for someone who wants to make a difference in how a business operates , not someone who simply wants to check boxes on a to-do list.
BEFORE YOU APPLY
Please take a moment to consider whether this sounds like you. If you prefer a job where every day is predictable, you are given a list of tasks and don't need to think beyond that list, or you prefer someone else to manage your priorities, this probably isn't the right position. If you love organization, solving problems, creating order, taking ownership, and being the person everyone can count on , we'd love to hear from you. Compensation $25-$30/hour, depending on experience In-person position in Honolulu. We are looking for the right person—not simply the right résumé. If this sounds like you, please apply and tell us briefly why you think you would be a great fit for Skin Kahala.
Pay:
$25.00 - $30.00 per hour Expected hours: 32.0 - 40.0 per week
Benefits:
Employee discount Application Question(s): Please give an example of something you improved, organized, created, or fixed at a previous job without being specifically asked to do it. Tell us about a time you noticed something at work that was disorganized, inefficient, or being overlooked. What did you do about it? You have 10 things that need to be done and all of them seem important. How do you decide what to do first? In 2-4 sentences, tell us why this particular position interests you.
