Overview

Office Manager Jobs in Haleiwa, HI at Water Inspired Conservation Group

About the Position

We are a conservation-focused organization dedicated to protecting marine life, supporting animal welfare, advancing environmental education, and engaging the community through responsible tourism, media, research, conservation initiatives, and outreach programs.

We are seeking an experienced, highly organized, and dependable Office and Operations Manager who can oversee a busy office, provide excellent customer service, coordinate daily tour operations, manage multiple projects, assist with conservation programs, and create professional social media content.

This is a hands-on position for someone who notices what needs to be done, exercises good judgment, follows through, and helps develop better systems for the entire team. The right person must be able to receive several assignments at once, determine priorities, document progress, and ensure that important emails, text messages, bookings, schedules, and owner-assigned projects are completed or properly handed off.

This position also includes keeping the office clean and organized and helping care for workplace animals. Applicants must genuinely enjoy working with animals and be comfortable caring for cats, dogs, chickens, and birds.

Office and Operations Management

  • Review messages from the owners at the beginning of each shift, confirm receipt, prioritize requests, and create a plan for the day.
  • Monitor company group-text threads for cancellations, schedule changes, operational needs, and time-sensitive information.
  • Review new and same-day bookings throughout the day.
  • Contact guests when necessary and provide the crew with clear, condensed booking and charter updates.
  • Maintain accurate booking information, charter headcounts, calendars, schedules, records, and payroll information.
  • Prepare and send the daily draft schedule with all relevant notes.
  • Coordinate with management, customers, employees, partners, affiliates, and vendors.
  • Pack and process store orders.
  • Support special projects and daily business operations.
  • Track new projects with the date assigned, deadline, current status, and required follow-up.
  • Follow up on outstanding projects and notify the owners when assignments are complete.
  • Create and maintain dependable systems so important emails, texts, affiliate requests, renewals, documents, and projects are never overlooked.
  • Maintain a clear end-of-day handoff for anything that must be completed by the following shift.
  • Identify operational problems and recommend practical improvements.
  • Use technology, productivity tools, and basic AI-assisted tools when appropriate to improve organization and efficiency.

Customer Service and Communications

  • Answer incoming calls on the first or second ring whenever possible.
  • Respond professionally and warmly to guest questions, booking requests, changes, cancellations, and concerns.
  • Monitor and answer company emails throughout the day, including messages received within 30 minutes of closing.
  • Monitor and answer company text messages throughout the day, including messages received within 15 minutes of closing.
  • Recognize requests requiring management attention and forward them immediately.
  • Document every management handoff and follow it through to completion.
  • Maintain accurate records of unresolved customer matters until they are completed.
  • Help manage volunteer inquiries, collaborations, affiliate relationships, website updates, and other special requests.
  • Respond professionally to reviews on Google, Tripadvisor, Yelp, Facebook, and other designated platforms.
  • Provide consistently excellent customer service, including during busy or rapidly changing situations.

Guest Photo and Video Delivery

  • Import camera footage as soon as cameras or media arrive.
  • Organize and sort footage accurately by charter and guest.
  • Upload footage and create the correct guest delivery links.
  • Verify every link before sending it.
  • Send available links as files finish syncing, with the goal of completing deliveries before 2:00 p.m.
  • Track incomplete uploads and ensure nothing is lost, mislabeled, or left for the following shift without a documented handoff.

Social Media and Content Coordination

  • Create engaging, accurate, and professional content consistent with the organization’s brand, conservation work, and educational mission.
  • Prepare strong daily social media drafts for the owners to review.
  • Create, schedule, and manage approved content across Instagram, Facebook, TikTok, YouTube, X, and company websites.
  • Monitor engagement and interact through designated company accounts when directed.
  • Write clear captions with correct spelling, grammar, tagging, and brand messaging.
  • Organize real photo and video assets for future content.
  • Follow all approval procedures and never reuse owner-specific content on another account without permission.
  • Provide examples of previous social media work or a portfolio when applying.

Conservation and Community Support

Assist with the coordination and promotion of conservation and outreach activities, including:

  • Beach and reef cleanups
  • Marine conservation initiatives
  • Animal-welfare projects
  • Environmental education
  • Research-related activities
  • Volunteer programs
  • Community outreach and special events

Some events may take place outside the office or outside normal working hours.

Animal Care and Office Upkeep

Animal care and office upkeep are regular parts of this position and should be approached with the same attention and responsibility as administrative work.

Responsibilities include:

  • Feeding workplace cats, dogs, chickens, and birds.
  • Providing fresh water and cleaning feeding areas.
  • Cleaning litter trays and maintaining sanitary animal-care spaces.
  • Monitoring the animals’ general condition and immediately reporting health or safety concerns.
  • Assisting with occasional veterinary visits when needed.
  • Ensuring that no animal is accidentally locked inside or left in an unsafe area at closing.
  • Watering office plants.
  • Keeping the office clean, sanitary, organized, and welcoming.
  • Sweeping, mopping, removing trash, and managing recycling.
  • Turning off fans, closing windows, charging office devices when needed, securing the office, and placing trash or recycling bins outside on the appropriate days.

Required Qualifications

  • At least three years of office-management, operations-management, executive-assistant, hospitality-management, or comparable professional experience.
  • Demonstrated ability to manage a busy office and several competing priorities.
  • Excellent customer-service and conflict-resolution skills.
  • Strong written and verbal communication.
  • Exceptional organization, accuracy, judgment, and follow-through.
  • Ability to work independently while communicating clearly with owners and team members.
  • Ability to create and maintain checklists, handoff procedures, calendars, project trackers, and accountability systems.
  • Experience managing email, text, telephone, scheduling, and customer inquiries.
  • Experience creating professional social media posts, captions, short videos, or other digital content.
  • Proficiency with Apple products, including iPhone and iMac.
  • Strong computer, technology, and file-management skills.
  • Comfortable learning booking, payroll, cloud-storage, website, and social-media platforms.
  • Comfortable performing light cleaning and caring for cats, dogs, chickens, and birds.
  • Located on OÊ»ahu with reliable transportation.
  • Legally authorized to work in the United States.
  • Available to work Saturdays, Sundays, and three additional weekdays as part of a consistent full-time schedule.
  • Available for shifts generally scheduled between 7:00 a.m. and 5:00 p.m., depending on operational needs.

Preferred Qualifications

  • Previous management experience in tourism, hospitality, marine recreation, conservation, or another customer-facing business.
  • Experience with booking platforms, Dropbox, Google Workspace, Instagram, Meta Business Suite, Canva, CapCut, or similar tools.
  • Experience processing camera or video footage.
  • Experience supervising or coordinating a small team.
  • Familiarity with OÊ»ahu tourism and the North Shore.
  • A genuine interest in animals, marine conservation, education, and responsible wildlife tourism.

What Success Looks Like

The successful manager will ensure that:

  • Calls, emails, and texts receive timely responses.
  • Important requests are immediately documented and properly handed off.
  • Bookings, charter counts, schedules, and payroll information remain accurate.
  • Guest photo and video footage is organized and delivered correctly.
  • The owners receive timely updates and reminders.
  • Assigned projects have clear deadlines and do not get overlooked.
  • Social content is accurate, professional, and consistent.
  • Conservation and community projects receive dependable administrative support.
  • The office remains clean, organized, secure, and welcoming.
  • All workplace animals are cared for responsibly.
  • Better operational systems are continually developed and maintained.

To Apply

Please submit:

  • Your résumé.
  • A short explanation of your office-management and customer-service experience.
  • Examples of systems or procedures you have created to improve workplace organization.
  • Links or examples of social media content you have created.
  • Two professional references.
  • Your availability and desired hourly rate.

Pay: $32.00 – $38.00 per hour

Expected hours: 40.0 per week

Work Location: In person

Title: Office Manager

Company: Water Inspired Conservation Group

Location: Haleiwa, HI

Category:

 

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