Program & Operations Coordinator

Protect & Preserve Hawaiʻi (PPH)

Program & Operations Coordinator

Administrative & Operations Role

Location: Oʻahu / Hybrid, with some in-person work as needed

Position Type: Full-time or part-time, depending on fit and availability

Role Summary

The Program & Operations Coordinator supports the administrative, financial, grant, and program coordination needs of Protect & Preserve Hawaiʻi. This role works directly with the President & Executive Director to help keep PPH organized, responsive, and operationally efficient as the organization grows.

This role starts as a hands-on administrative, operations, bookkeeping support, scheduling, and data management position, with room to grow into broader operations leadership as PPH expands.

This is primarily an administrative and operations-focused role. Field experience is not required, but mission alignment is important. The right person should care about conservation, community, and supporting PPH’s work behind the scenes through strong organization, communication, documentation, and follow-through.

This position is ideal for someone who enjoys structure, details, systems, deadlines, and helping a small nonprofit run smoothly.

Core Responsibilities

Executive & Administrative Support

• Work directly with the President & Executive Director on daily operational and administrative needs
• Help organize schedules, calendars, priorities, deadlines, meetings, and follow-ups
• Prepare documents, forms, memos, reports, checklists, and internal records
• Maintain organized Google Drive folders and administrative files
• Support internal communication and coordination across the team
• Assist with errands, office needs, supply tracking, and other administrative tasks as needed

Financial Administration

• Assist with invoices, reimbursements, receipts, expense tracking, and vendor records
• Work with accounting software and help keep financial documentation organized
• Support payroll preparation and coordination with payroll providers
• Help organize credit card receipts, grant-related expenses, and backup documentation
• Coordinate with bookkeepers, accountants, payroll providers, and leadership as needed
• Maintain accurate and organized financial files for internal use and reporting

Grants Management Support

• Support grant administration, reporting, invoicing, and reimbursement documentation
• Track grant deadlines, deliverables, budgets, receipts, and required backup materials
• Assist with organizing timesheets, payroll backup, photos, sign-in sheets, invoices, and program documentation
• Work with the Program Manager and President & Executive Director to keep grant requirements on track
• Help prepare monthly or periodic reimbursement packages as needed
• Maintain organized grant folders and documentation systems

Program & Operations Coordination

• Assist with day-to-day program logistics and operational planning
• Help coordinate calendars, tasks, deadlines, events, and internal workflows
• Support volunteer, education, outreach, field, nursery, and partner programs administratively as needed
• Track program progress, upcoming needs, and follow-up items
• Help ensure programs are organized before, during, and after events
• Support communication between program staff, leadership, partners, and contractors

Systems & Task Management

• Maintain and update tasks in Asana or other project management tools
• Track outstanding assignments, deadlines, and follow-ups
• Help build and maintain SOPs, checklists, templates, and internal systems
• Identify gaps in workflow and help improve operational efficiency
• Keep recurring administrative systems organized and up to date
• Support file naming, document storage, and shared drive organization

Team Support

• Support a small team environment where responsibilities may evolve
• Communicate clearly and proactively
• Ask questions early when something is unclear
• Help create structure, consistency, and follow-through across PPH’s operations
• Provide support across departments as needed while maintaining clear task ownership and accountability

What Matters Most

• Highly organized and detail-oriented
• Strong follow-through and communication
• Comfortable managing deadlines, tasks, records, and documentation
• Trustworthy, discreet, and professional
• Comfortable working with numbers, receipts, invoices, payroll, and financial records
• Able to work independently and proactively
• Willing to ask questions early and communicate before issues become problems
• Mission-aligned with conservation, community, and mālama ʻāina
• Comfortable supporting a growing small nonprofit where systems are still being built
• Strong sense of responsibility and respect for confidential information

Qualifications

Preferred, Not Required

• Experience in administration, operations, bookkeeping, payroll, nonprofit administration, program coordination, or related fields
• Comfortable using Google Workspace
• Experience with accounting software, payroll platforms, or bookkeeping systems preferred
• Experience with Asana or project management tools preferred
• Experience with grants, reimbursements, invoicing, or nonprofit reporting preferred
• Strong written communication skills
• Ability to maintain confidentiality and handle sensitive information responsibly
• QuickBooks Online (QBO), preferred
• Microsoft Word and Excel, preferred
• Asana, preferred

Additional Requirements

• Must currently live on Oʻahu or already be based in Hawaiʻi
• Ability to attend occasional in-person meetings, errands, office work, or team activities as needed
• Reliable communication and follow-through
• Ability to meet deadlines and stay organized
• Ability to work independently while keeping leadership updated
• Reliable transportation for occasional in-person needs
• Respect for PPH’s mission, team culture, and community-centered approach

Closing Note

This role is ideal for someone who enjoys helping an organization run smoothly from behind the scenes. The Program & Operations Coordinator does not need to be a field conservation expert, but should believe in PPH’s mission and take pride in supporting meaningful work through strong organization, communication, documentation, and follow-through.

The right person will help create stability, structure, and efficiency so PPH’s field, education, restoration, and community programs can continue to grow.

Responsibilities may evolve as PPH grows.