Office Coordinator, LPG

Overview

PURPOSE STATEMENT:

The Office Coordinator, LPG provides administrative and office support for the LPG Operations department to ensure the efficient day-to-day operation of the facility. This position will coordinate office operations, employee administrative processes, purchasing, records management, regulatory documentation, vendor services, and departmental communications. This role will serve as a central point of coordination for employees, supervisors, and internal support departments while providing backup support for LPG scheduling and delivery administration functions as needed.

Responsibilities

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

 

Office Administration

• Coordinates the daily administrative operations of the LPG office to ensure an organized, efficient, and professional work environment.
• Provides administrative support to the LPG Manager, Supervisors, and department personnel.
• Prepares correspondence, reports, presentations, forms, spreadsheets, and other business documents.
• Receives, sorts, and distributes incoming mail, packages, and departmental communications.
• Maintains department calendars, schedules meetings, coordinates conference rooms, and prepares meeting materials.
• Maintains office equipment, including printers, copiers, mobile phones, and other office technology; coordinates repairs and service as needed.
• Orders and maintains office supplies and departmental materials.
• Assists with special projects and other administrative duties as assigned.

Employee Administration & Support

• Coordinates employee administrative activities, including timesheets, payroll inquiries, leave requests, personnel information changes, training requirements, and related documentation.
• Monitors and reconciles vacation and leave records.
• Assists with new employee onboarding, including uniforms, facility access, badges, technology requests, PPE, orientation logistics, and department introductions.
• Prepares travel requests, confirms travel arrangements, and prepares expense reports.
• Coordinates employee PPE, including Nomex uniforms, safety shoe vouchers, safety glasses, and other required safety equipment.
• Schedules and coordinates required employee certifications and credentials, including DOT physicals, TWIC cards, military passes, airport badges, and other operational requirements.
• Maintains employee personnel files in accordance with Company policies and recordkeeping requirements.

Procurement & Vendor Coordination

• Creates purchase requisitions and processes departmental purchases.
• Administers petty cash, meal allowances, per diem reimbursements, and Procurement Card reconciliations with appropriate account coding.
• Processes invoices and assists with departmental billing and payment activities.
• Coordinates vendor services and communications, including janitorial, laundry, shredding, uniforms, equipment maintenance, and other contracted services.

Records & Compliance

• Maintains departmental files, logs, reports, compliance documentation, safety training records, and other operational records.
• Ensures records are accurate, organized, and retained in accordance with Company Records Retention requirements.
• Administers required federal, state, and Company bulletin board postings.

Operations Support

• Provides backup support for LPG Tank Scheduling during vacations, absences, and peak workload periods.
• Utilizes systems such as Cayenta, Cargas Delivery, Great Plains (or successor systems), and other departmental applications to support business operations.
• Supports orders, installations, and maintenance of tank monitoring (Tank Utility) program.
• Assists with customer inquiries, scheduling support, and administrative follow-up.
• Coordinates with operations personnel regarding deliveries, service requests, and operational activities.

Employee Engagement

• Assists with planning and coordinating employee recognition events, safety meetings, training sessions, holiday functions, wellness activities, and departmental meetings to include event logistics, communications, materials, catering, vendor support, and related administrative activities.

OTHER FUNCTIONS/RESPONSIBILITIES:

• Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
• Complies with all applicable corporate and Hawaii Gas policies and procedures.
• Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.
• Performs all other related duties as instructed by supervisor/manager.

Qualifications

Required Education and/or Work Experience:

• High school diploma or GED.
• Two years of administrative experience.
• Proficient in the use of MS Office suite of tools (Outlook, Word, Excel, Access, and PowerPoint).

Preferred Education and/or Work Experience:

• Two-year business degree.
• Experience in gas/utilities industry.
• Experience with scheduling and/or customer service.
• Possesses good working knowledge of office procedures and practices.

Required Licensure, Certification, Registration or Designation:

• Valid Hawaii Driver’s license.