Operations Administrator

Job Description

Job Description

Pay: $48,000.00 - $52,000.00 per year

Job description:

The Role

Pacific Appliance Group (PAG), a 28-year-old local business whose purpose is “Making Your Life Easier by Doing Appliances Better!”, welcomes you. We all work together to become Hawaii’s Premier Appliance Provider.

We specialize in appliances - our sweet spot. If you want to belong to a team that does that well every day, this company is a great fit for you.

Our customers include retail consumers, apartment managers, and owners and contractors of large projects. If you have experience working with these customers - or want that experience - this role will be a great fit.

We are seeking an Operations Administrator to keep the administrative work behind Purchasing, Warehouse, Delivery, and Service accurate, current, and moving forward.

This role reports to the Operations Manager and works closely with the Purchasing Manager, Warehouse Manager, Delivery team, Service team, and Accounting. The Operations Administrator owns the follow-through: orders are placed correctly, returns and credits are completed, delivery paperwork is closed, inventory records are reconciled, and operating reports are current.

PAG Values and Behaviors

Committed to Doing Good!

People Centered

Problem Solver - We find solutions that work!

Doing the Right Thing Always - even when no one is looking

Details Matter

Driven

Core Accountabilities

You’ll love coming to work every day if you get, want, and have the capacity to own these accountabilities:

1. Purchasing, Returns, and Vendor Credits

Process approved product and warehouse-supply purchases accurately and on time. Own the return process as part of Purchasing from authorization and physical disposition through vendor credit and inventory/record correction.

2. Delivery Closeout and Administrative Support

Complete and reconcile delivery invoices within two business days, verify calculations and supporting information, and provide accurate administrative support for delivery scheduling, confirmations, and pay inputs.

3. Inventory Accuracy and Warehouse Administration

Support receiving, labels, cycle counts, inventory adjustments, discrepancy research, and required warehouse reports so physical product and system records agree.

4. Operations Scorecards and Reporting

Keep assigned Operations scorecards, trackers, and recurring reports accurate, complete, and updated on schedule. Surface exceptions that require manager action.

5. Service Administrative Accounting

Maintain assigned service accounting records and reconciliations with appropriate separation of duties, complete documentation, and clear handoffs to Accounting and Operations leadership.

6. Process Ownership and Cross-Functional Follow-Through

Follow documented PAG processes, help improve them when gaps are found, maintain organized records, and close administrative loops across Purchasing, Warehouse, Delivery, Service, and Accounting.

Primary Responsibilities

1. Purchasing, Returns, and Credits

Place approved product orders under the direction and authority of the Purchasing Manager.

Confirm model, quantity, cost, price, ship-to location, and other order details before submission.

Maintain accurate and current pricing and purchasing information in ePass.

Order approved warehouse and operations supplies and maintain reasonable stock levels.

Own returns as a Purchasing workflow: obtain authorization, document the reason and condition, coordinate movement/disposition, monitor shipment or vendor acceptance, secure the correct credit, and ensure inventory and accounting records are updated.

Maintain the return log and escalate stalled returns, missing credits, or unresolved discrepancies according to PAG return guidelines.

Delivery Closeout and Support

Finalize delivery invoices daily and no later than two business days after delivery.

Verify delivery calculations, charges, completion details, exceptions, and supporting paperwork before closeout.

Provide accurate delivery information needed for piece-rate or other payroll processing.

Serve as administrative backup for delivery scheduling and customer appointment confirmations when assigned.

Warehouse and Inventory Administration

P rint receiving labels and provide the Warehouse team with scheduled and requested reports.

Support cycle counts, inventory adjustments, and research into inventory discrepancies.

Reconcile documentation and system records so received, returned, damaged, held, and available product is properly represented.

Maintain organized records and follow up on unresolved inventory items.

Reporting, Service, and Operations Support

Update assigned Operations scorecards, trackers, and recurring reports by their deadlines.

Complete assigned service accounting and reconciliation work while preserving separation of duties and approval controls.

Provide backup clerical support, including printing reports, organizing documentation, and tracking completion of recurring tasks.

Identify process gaps, raise issues early, and help document practical guidelines and standard work.

Measures of Success (Measure / Initial Standard / Cadence)

Delivery invoices completed/Within 2 business days of delivery/Daily

Product in inventory not sellable/Fewer than 10 units unless an approved exception is documented/Daily

Returns and vendor credits/All open items have a current status, owner, and next action; overdue items escalated/Daily

Assigned scorecards and reports/Complete and updated by the stated deadline/Weekly

Inventory and service reconciliations/Exceptions documented and routed for resolution

Weekly / Monthly

Standards may be refined as PAG finalizes return guidelines and operating scorecards.

We train our team to help them succeed, and everyone on our team helps with our success. If you want to come to work, learn, and consistently meet these standards, you’ll be recognized and rewarded.

How PAG Runs: EOS / Traction

Our company runs purely on EOS. That means, as a member of this team, you will have a leader who:

Gives clear directions

Makes sure you have the necessary tools

Acts with the greater good in mind

Delegates appropriately

Takes time to truly understand your role and how you can help the company

Makes expectations clear

Communicates well

Runs effective meetings

Meets one-on-one with you weekly to mentor and coach

Rewards and recognizes your performance

Qualifications

Excellent attention to detail and ability to complete tasks in a timely manner.

Excellent collaboration, communication, and decision-making skills; ability to balance planning and execution across multiple activities.

Ability to reconcile information, identify discrepancies, and determine the next action.

Ability to adapt quickly and deliver results in a high-velocity environment.

Ability to prioritize the most important tasks when deadlines compete.

Flexible and adaptable; able to work and thrive in an ambiguous environment.

Comfort following defined controls and maintaining separation of duties.

Proficient in Google Drive and Microsoft Office, including PowerPoint, Excel, and Word, and able to learn and use other PAG systems, including ePass.

Physical Requirements

Ability to sit and stand for long periods of time.

Fine motor skills - ability to operate a keyboard and mouse efficiently.

Visual acuity - clear near vision for reading computer screens and blueprints.

Hearing ability - able to hear and understand conversations in person and on the telephone.

Light to medium lifting - ability to occasionally lift and help move appliances and assist in loading and unloading parts and appliances.

Work Schedule

Five days per week between Monday and Saturday, generally 8:00 a.m. to 5:00 p.m. Because this position supports retail and delivery operations, the schedule may change based on business needs.

Compensation and Benefits

Salaried position with compensation to be finalized. PAG’s standard payroll dates are the fifth and twentieth of each month.

Medical benefits

Up to 20 days vacation per year: 10 days after 90 days, 15 days after two years, and 20 days after five years

Eight paid holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day, and New Year’s Eve

401(k) plan with 3% company contribution upon eligibility

Temporary disability coverage

Employee purchase discounts after three months

Excellent opportunities for career growth

Work in a hyper-growth company

About Pacific Appliance Group

Pacific Appliance Group (PAG) was created in 1997 with the purpose of servicing state and military contracts and selling to businesses. PAG went on to work on larger housing development projects and has become one of the major suppliers of appliances on Oahu.

In 2021 Pacific Appliance Group was acquired by its current owners, who have grown the brands they carry to provide a greater assortment of products for discerning consumers with homes in Hawaii. They also added in-house delivery and install teams to offer more services that clients were requesting to enhance the PAG experience. PAG has more than doubled its sales during their ownership and seeks to grow even further as it provides the best appliance solutions for property managers, housing projects, and retail consumers across the entire state of Hawaii.

Pacific Appliance Group (PAG) is an equal opportunity employer. PAG provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, national origin, sexual orientation, gender identity or expression, age, disability, genetic information, marital status, veteran status, or other categories protected by federal, state, or local law. These are not factors in employment, promotion, compensation, or working conditions.

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person

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