Office Coordinator - Operations

Be the Hub of Excellence - Join Signature Shade Solutions as Our Office Coordinator!Job Title: Office Coordinator - Operations
Company Name: Signature Shade Solutions
Salary Range: $45,000 - $50,000 annually (Based on Experience)
Industry: Internal/External Shades, Shutters & Pergolas (Residential, Commercial)
Location: Honolulu, HI
Job Overview

Signature Shade Solutions is seeking an exceptionally organized and dependable Office Coordinator to join our growing Operations team. In this pivotal role, you'll ensure that daily installation schedules run smoothly, client communications stay sharp, and cross-team coordination stays on track. Ideal for someone with a background in construction, trades, or home services scheduling, this position is your opportunity to contribute to an award-winning client experience while keeping the engine of our operations running at full throttle.

Who We Are

Signature Shade Solutions, based in sunny Honolulu, Hawaii, is a leader in high-end shades, shutters, and pergola installations. From luxury patios to large-scale commercial projects, we bring precision, craftsmanship, and aloha to every job. Our culture is “work hard, play hardâ€-we grind through the day and celebrate like family at night. If you're looking for a role that values your voice, rewards your initiative, and supports your growth, welcome to your new team.

Key Responsibilities

• Office Operations & Support
  
• Manage daily office functions to ensure a seamless workflow.
  
• Support Owners, Sales, and Ops staff with administrative tasks and project coordination.
  
• Maintain and reorder office supplies and inventory as needed.
  
• Scheduling & Project Coordination
  
• Schedule installations, service calls, and repairs with precision.
  
• Maintain and update the master calendar in real-time.
  
• Track job progress and follow up on rescheduled or incomplete projects.
  
• Communicate with clients to confirm site readiness, job timing, and updates.
  
• Serve as the main point of contact for vendors, field crews, and customer inquiries.
  
• Internal Communication
  
• Act as the information hub across departments.
  
• Prepare and distribute meeting agendas, presentations, and materials.
  
• Coordinate logistics for team meetings and company events.
  
• HR & Event Support
  
• Work with our outsourced HR provider to coordinate onboarding/offboarding.
  
• Uphold confidentiality in handling sensitive staff information.
  
• Help plan company events, team outings, and celebrations.
  

Qualifications

• 2+ years of experience in scheduling, dispatching, or operations coordination (construction, trades, or home services preferred).
  
• Outstanding communication and organizational skills.
  
• Proficiency in digital scheduling tools (Google Calendar, Microsoft Office, Jobber, Buildertrend, or similar).
  
• Calm under pressure and solutions-focused in dynamic environments.
  
• High school diploma or equivalent required; additional project or office management training is a plus.
  
• Familiarity with shades, shutters, or pergolas is a plus-but not required.
  

Core Competencies

• Time Management & Prioritization
  
• Attention to Detail
  
• Collaborative Mindset
  
• Adaptability & Flexibility
  
• Client Communication & Service
  
• Problem-Solving
  

Benefits

• Financial Wellness
  
• Competitive annual salary ($45-$50K, based on experience)
  
• 401(k) with employer match
  
• Bi-weekly pay
  
• Health & Insurance
  
• Medical, Dental, Vision Insurance
  
• Health Savings Account (HSA)
  
• Life Insurance (Basic & Supplemental)
  
• Short and Long-Term Disability
  
• Work-Life Balance
  
• Paid Time Off (Vacation, Sick Days, Holidays)
  
• Paid Parental Leave
  
• Opportunities to support multi-island installs and operations
  
• Professional Growth & Culture
  
• Mentorship and career development
  
• Company events, outings, and celebrations
  
• Team-first, fast-paced, and fun culture
  

Schedule

• Full-time, Monday to Friday
  
• Standard business hours with occasional flexibility based on project schedules
  

Work Location

• Office based in Honolulu, HI
  
• Support for fieldwork scheduling across Oahu and neighboring islands
  

Equal Opportunity EmployerAt Signature Shade Solutions, we are a tight-knit ohana. We believe in diversity, respect, and giving every employee the chance to thrive. All qualified applicants will be considered without regard to race, gender, age, religion, identity, or background. Come be part of something exceptional.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
  
• Health insurance
  
• Paid time off
  
• Vision insurance
  

Work Location: In person