Accounts & Operations Specialist in Honolulu, Hawaii at HAWAII PACIFIC FREIGHT

Department: Administration / Operations

Reports To: Office Manager

FLSA Status: Non-Exempt (Recommended unless currently classified otherwise.)

The Accounts & Operations Specialist provides administrative, operational, and financial support to ensure the efficient coordination of Hawaii Pacific Freight's daily business activities. This position serves as a liaison between office administration and operational departments by supporting billing, customer accounts, documentation, reporting, and operational coordination.

Working under the direction of the Office Manager, the Accounts & Operations Specialist helps maintain accurate financial and operational records while supporting customer service, internal communication, and administrative processes that contribute to the Company's operational success.

The Accounts & Operations Specialist owns the accuracy, organization, and timely execution of assigned accounting and operational support responsibilities.

• Assist with customer billing and invoice preparation.
• Review supporting documentation for billing accuracy.
• Assist with accounts receivable follow-up as assigned.
• Maintain customer account records.
• Process administrative financial documentation.
• Support month-end reporting and reconciliation activities.

• Assist Operations with administrative coordination.
• Maintain operational records and reports.
• Support freight documentation and customer files.
• Coordinate information between office and operations.
• Assist with customer implementation activities.
• Monitor operational paperwork for completeness.

• Respond professionally to customer inquiries.
• Coordinate customer requests with operational departments.
• Assist in resolving customer documentation and billing questions.
• Maintain positive customer relationships.

• Prepare reports and spreadsheets.
• Maintain organized electronic and paper records.
• Assist leadership with administrative projects.
• Coordinate meetings and distribute information.
• Support document management and compliance requirements.

• Coordinate with Customer Service, Billing, Operations, Fleet, Warehouse, and Human Resources.
• Ensure information is communicated accurately and timely.
• Follow up on assigned operational and administrative tasks.
• Assist departments in maintaining accurate records.

• Identify opportunities to improve administrative efficiency.
• Support implementation of Standard Operating Procedures.
• Recommend workflow improvements.
• Assist with technology implementation and process improvements.

The Accounts & Operations Specialist is accountable for the accuracy and coordination of assigned administrative and operational support functions and owns:

• Customer Account Support
• Billing Documentation
• Administrative Accuracy
• Operational Documentation
• Reporting Support
• Cross-Department Communication
• Financial Record Organization
• Administrative Process Support

Within the scope of this position, the Accounts & Operations Specialist is expected to make independent decisions regarding:

• Organization of assigned workload.
• Administrative task prioritization.
• Customer documentation.
• Billing support coordination.
• Record maintenance.
• Routine customer communication.

Questions involving financial policy, customer disputes, operational changes, or company policy should be elevated to the Office Manager.

Every employee at Hawaii Pacific Freight is expected to:

• Demonstrate professionalism, integrity, and accountability.
• Maintain a safe work environment by following company policies.
• Treat customers, vendors, and coworkers with respect.
• Support teamwork and collaboration.
• Protect confidential company and customer information.
• Communicate openly and professionally.
• Embrace continuous learning and improvement.
• Perform other duties as assigned.

The successful candidate should demonstrate:

• Strong organizational and administrative skills.
• Excellent attention to detail.
• Effective written and verbal communication.
• Basic accounting and recordkeeping skills.
• Ability to manage multiple priorities.
• Customer service experience.
• Proficiency with Microsoft Office and business software.

Equivalent combinations of education, training, certifications, and relevant experience will be considered.

• Customer accounts
• Billing support
• Administrative coordination
• Microsoft Office Suite
• Recordkeeping
• Business communication
• Customer service
• Data entry
• Time management
• Organization
• Problem-solving

Success in this role is measured by the ability to:

• Maintain accurate records.
• Support efficient office operations.
• Deliver excellent customer service.
• Demonstrate professionalism and accountability.
• Support operational efficiency.

• Billing accuracy
• Documentation accuracy
• Customer responsiveness
• Timely completion of assigned work
• Administrative organization
• Cross-department communication
• Reporting accuracy
• Reduction of administrative errors