Employee Experience Coordinator

Employee Experience Coordinator

The Employee Experience Coordinator supports a positive employee experience by coordinating org-wide employee engagement programs, company events, as well as day-to-day workplace needs for the Judd office. Reporting to the Senior Director of Human Resources, this role provides hands-on coordination for employee events and recognition activities, office administration and supplies, vendor support, and employee communications. The position is expected to operate with meaningful independence in administering assigned employee engagement and workplace programs, determining priorities and methods within established policies and budgets, and recommending improvements to HR leadership.

The ideal candidate is highly organized, service-oriented, proactive, and comfortable managing multiple details at once. This individual will coordinate events and engagement activities across company locations while also helping maintain an organized, welcoming, and well-supplied Judd office. Success in the role requires strong follow-through, communication, and a willingness to jump in wherever needed to support the employee experience.

Essential Duties and Responsibilities:

Employee Engagement & Event Planning

• Administer assigned engagement programs and events, determining appropriate timelines, logistics, communication approaches, and resource needs within established guidelines. Plan, coordinate and execute company meetings, celebrations, employee appreciation events, recognition activities, leadership meetings, conferences, and other employee engagement programs.
• Coordinate event logistics across company locations, including Oahu, the Big Island, and mainland U.S. locations, as needed.
• Coordinate venues, catering, audiovisual requirements, entertainment, event materials, transportation or other event-related logistics, and vendor needs.
• Maintain event timelines, checklists, budgets, project plans, RSVP or attendance tracking, and employee communications.
• Serve as a point of contact for event vendors and internal partners, helping ensure timely and successful event execution.
• Travel between company locations as needed to provide onsite event support and coordination.
• Gather post-event feedback, track participation when appropriate, and identify opportunities to improve future employee experiences. Analyze participation, employee feedback, costs, and outcomes and recommend changes to improve program effectiveness and employee experience.
• Support recurring employee engagement initiatives such as recognition programs, employee huddles, culture activities, and other HR-led employee experience efforts.
• Use independent judgment to address changes in event or program needs, balance competing priorities, and make timely decisions within approved scope, escalating significant exceptions as appropriate.

Office Support & Operations

• Support day-to-day Judd office operations to help maintain an organized, welcoming, and professional workplace environment.
• Monitor and maintain Judd office supplies and inventory, including stationery, coffee and breakroom supplies, meeting supplies, and other routine office needs; order and restock items as needed.
• Coordinate routine office facilities needs and work with building management, service providers, or internal partners to resolve office-related issues. Exercise judgment in resolving non-routine workplace issues, evaluating available solutions, and determining when matters require escalation to HR leadership.
• Coordinate onsite vendors and service providers supporting office operations, including maintenance, catering, coffee, and other workplace services.
• Help ensure conference rooms, common areas, and meeting spaces are organized, appropriately stocked, and prepared for employee and leadership meetings.

Administrative & Communication Support

• Coordinate incoming and outgoing mail, packages, deliveries, and courier services for the Judd office.
• Support the development and distribution of employee communications, including emails, flyers, announcements, event invitations, recognition communications, and meeting materials in relation to programs within job scope.
• Assist with presentations, signage, handouts, and other materials for company meetings, HR programs, and employee events.
• Maintain calendars, schedules, RSVP lists, and logistical details for meetings, engagement activities, and events within job scope.
• Support the HR team with employee engagement projects, culture initiatives, recognition efforts, and other administrative or special projects as assigned.

Vendor & Budget Coordination

• Obtain vendor quotes and proposals, coordinate approvals, and maintain related service information and agreements. Evaluate alternatives based on service, cost, and business needs; recommend vendor selections and negotiate routine terms within delegated authority.
• Track event, engagement, and office-related expenses and maintain accurate budget records for review. Administer assigned event, engagement, and office budgets within approved parameters, identify variances or risks, and recommend cost-effective adjustments.
• Coordinate invoice processing and maintain organized records of expenditures, quotes, and vendor agreements.
• Build and maintain strong relationships with vendors to ensure quality service and cost-effective solutions.

Education, Experience, Skills and Abilities Required:

• Bachelor's degree in Human Resources, Business Administration, Hospitality Management, Communications, Event Management, or a related field preferred; or an equivalent combination of education and relevant experience.
• 1-3 years of experience in employee engagement, event coordination, office administration, hospitality, HR support, or a related role.
• Experience coordinating events, employee programs, or projects involving multiple locations or stakeholder groups preferred.
• Experience coordinating vendors, budgets, invoices, and event or office logistics.
• Valid driver's license and ability to travel between company locations as needed.
• Exceptional organizational and project management skills with strong attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, Teams, and Excel.
• Experience creating professional presentations, flyers, and employee communications.
• Strong interpersonal skills with the ability to build relationships at all levels of the organization.
• Demonstrated customer-service mindset with a focus on creating a welcoming and responsive employee experience.
• Ability to work independently while maintaining a high level of accountability.
• Strong problem-solving skills and sound judgment, with the ability to identify issues, follow through, and escalate when appropriate. Ability to exercise discretion and independent judgment in prioritizing work, evaluating options, resolving issues, and making recommendations within the scope of assigned programs and responsibilities.
• Ability to handle confidential information with discretion and professionalism.
• Produce accurate work with strong attention to detail, a sense of urgency, and the ability to manage multiple priorities.
• Ability to plan, organize and prioritize work to consistently meet due dates.

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
• While performing the duties of this job, the employee will frequently sit while using hands and fingers. Occasional standing, walking, stair climbing, bending, stooping, crouching; lifting and carrying less than 25 pounds, overhead reaching, grasping, forward reaching. Vision and auditory demands are continuous.

This job description is not intended to cover or contain a complete listing of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change at any time, with or without notice.

Benefits:

• Medical
• Dental
• Vision
• Vacation Pay
• Holiday Pay
• Sick Leave
• Company-paid life & disability
• 401(k) with company match
• Flexible Spending Accounts
• Employee Assistance Program
• Employee product discounts

$55,000 - $70,000 a year

Hawaiian Host Group is an Equal Opportunity/Affirmative Action Employer.