Executive Admin

About ZMANA ZMANA is a fast-growing smart technology company based in Kaka‘ako. We design and install intelligent security, video, access control, and automation systems for residential and commercial clients across O‘ahu. We are a small, ambitious team where everyone contributes. Things move quickly, priorities evolve, and great ideas are encouraged. We are looking for someone who brings positive energy, takes initiative, and is genuinely excited to learn, grow, and help build the company. About the Role The Marketing & Office Operations Coordinator will help keep our office organized, support our customers and field technicians, and strengthen ZMANA’s marketing and social media presence. This is not a sit-and-wait role. We need someone who notices what needs to be done, takes ownership, and follows through without requiring constant direction. The right person will be upbeat, resourceful, comfortable wearing multiple hats, and excited about making a visible impact. No two days will look exactly the same. One day you may be coordinating technician schedules and helping a customer; the next, you may be creating a social media post, organizing project documents, or assisting leadership with an important initiative. What You’ll Do Marketing and Social Media Help plan, create, and publish content for ZMANA’s social media channels Capture and organize photos and videos from installations, team activities, and company events Create simple, professional graphics and posts using tools such as Canva Help promote company services, projects, customer success stories, and community involvement Monitor social media activity and help respond to comments and messages Assist with email campaigns, promotional materials, and other marketing initiatives Help maintain a consistent, professional, and engaging ZMANA brand Look for creative ways to increase awareness, engagement, reviews, and customer interest Customer and Office Support Serve as a friendly and professional first point of contact for customers by phone and email Confirm upcoming appointments and help prepare the next day’s technician schedule Communicate scheduling information and updates to customers and team members Organize digital files, paperwork, installation folders, and company records Maintain office and cleaning supplies and reorder items as needed Assist with vendor coordination, documentation, and general office operations Schedule company vehicle safety checks and maintenance appointments Business and Administrative Operations Track utilities, licenses, billing information, and other business records Assist with administrative workflows using QuickBooks Online, Salesforce, and Google Workspace Process Alarm.com RMAs and create customer accounts for new installations Create and maintain internal folders, project documentation, and installation records Support select affiliated businesses and leadership initiatives Assist company leadership with high-priority projects and changing operational needs Identify opportunities to improve organization, communication, and office processes Who We’re Looking For You may be a strong fit if you: Bring a positive attitude and good energy to work Take initiative instead of waiting to be told every next step Are dependable, accountable, and committed to following through Enjoy learning new tools, systems, and responsibilities Communicate clearly and professionally with customers and coworkers Are organized and able to manage several priorities at once Stay calm, flexible, and solutions-focused when plans change Are comfortable sharing ideas and finding better ways to get things done Enjoy working as part of a close-knit, growing team Want an opportunity to contribute and grow—not simply collect a paycheck Preferred Skills and Experience Two or more years of experience in office administration, customer service, marketing, social media, or a related role Strong verbal and written communication skills Experience creating or managing business social media content Familiarity with Canva or similar design tools Comfort using Macs, Gmail, Google Drive, and Google Workspace Experience with QuickBooks Online or Salesforce is helpful but not required Strong attention to detail and the ability to stay organized Willingness and ability to learn new technology quickly A degree is not required; relevant experience, attitude, and initiative matter most What We Offer $20-$25 per hour, based on experience Full medical, dental, and vision coverage Paid time off and company holidays 401(k) plan Hands-on experience across marketing, technology, customer service, and business operations Opportunities to take on additional responsibility and grow with the company A collaborative environment where initiative and new ideas are valued If you are positive, dependable, eager to learn, and excited about helping a growing local technology company succeed, we would love to hear from you. #J-18808-Ljbffr