Accounts & Operations Specialist

Job Description

Job Description

Hawaii Pacific FreightJob DescriptionAccounts & Operations Specialist

Department: Administration / Operations

Reports To: Office Manager

FLSA Status: Non-Exempt (Recommended unless currently classified otherwise.)

Position Summary

The Accounts & Operations Specialist provides administrative, operational, and financial support to ensure the efficient coordination of Hawaii Pacific Freight's daily business activities. This position serves as a liaison between office administration and operational departments by supporting billing, customer accounts, documentation, reporting, and operational coordination.

Working under the direction of the Office Manager, the Accounts & Operations Specialist helps maintain accurate financial and operational records while supporting customer service, internal communication, and administrative processes that contribute to the Company's operational success.

The Accounts & Operations Specialist owns the accuracy, organization, and timely execution of assigned accounting and operational support responsibilities.

Essential Duties & ResponsibilitiesAccounts Support

• Assist with customer billing and invoice preparation.
• Review supporting documentation for billing accuracy.
• Assist with accounts receivable follow-up as assigned.
• Maintain customer account records.
• Process administrative financial documentation.
• Support month-end reporting and reconciliation activities.

Operational Support

• Assist Operations with administrative coordination.
• Maintain operational records and reports.
• Support freight documentation and customer files.
• Coordinate information between office and operations.
• Assist with customer implementation activities.
• Monitor operational paperwork for completeness.

Customer Service

• Respond professionally to customer inquiries.
• Coordinate customer requests with operational departments.
• Assist in resolving customer documentation and billing questions.
• Maintain positive customer relationships.

Administrative Responsibilities

• Prepare reports and spreadsheets.
• Maintain organized electronic and paper records.
• Assist leadership with administrative projects.
• Coordinate meetings and distribute information.
• Support document management and compliance requirements.

Cross-Department Coordination

• Coordinate with Customer Service, Billing, Operations, Fleet, Warehouse, and Human Resources.
• Ensure information is communicated accurately and timely.
• Follow up on assigned operational and administrative tasks.
• Assist departments in maintaining accurate records.

Continuous Improvement

• Identify opportunities to improve administrative efficiency.
• Support implementation of Standard Operating Procedures.
• Recommend workflow improvements.
• Assist with technology implementation and process improvements.

Position Ownership

The Accounts & Operations Specialist is accountable for the accuracy and coordination of assigned administrative and operational support functions and owns:

• Customer Account Support
• Billing Documentation
• Administrative Accuracy
• Operational Documentation
• Reporting Support
• Cross-Department Communication
• Financial Record Organization
• Administrative Process Support

Decision-Making Authority

Within the scope of this position, the Accounts & Operations Specialist is expected to make independent decisions regarding:

• Organization of assigned workload.
• Administrative task prioritization.
• Customer documentation.
• Billing support coordination.
• Record maintenance.
• Routine customer communication.

Questions involving financial policy, customer disputes, operational changes, or company policy should be elevated to the Office Manager.

Core Company Expectations

Every employee at Hawaii Pacific Freight is expected to:

• Demonstrate professionalism, integrity, and accountability.
• Maintain a safe work environment by following company policies.
• Treat customers, vendors, and coworkers with respect.
• Support teamwork and collaboration.
• Protect confidential company and customer information.
• Communicate openly and professionally.
• Embrace continuous learning and improvement.
• Perform other duties as assigned.

Qualifications

The successful candidate should demonstrate:

• Strong organizational and administrative skills.
• Excellent attention to detail.
• Effective written and verbal communication.
• Basic accounting and recordkeeping skills.
• Ability to manage multiple priorities.
• Customer service experience.
• Proficiency with Microsoft Office and business software.

Equivalent combinations of education, training, certifications, and relevant experience will be considered.

Knowledge & Skills

• Customer accounts
• Billing support
• Administrative coordination
• Microsoft Office Suite
• Recordkeeping
• Business communication
• Customer service
• Data entry
• Time management
• Organization
• Problem-solving

Success MeasuresCompany Standards

Success in this role is measured by the ability to:

• Maintain accurate records.
• Support efficient office operations.
• Deliver excellent customer service.
• Demonstrate professionalism and accountability.
• Support operational efficiency.

Position-Specific Performance Measures

• Billing accuracy
• Documentation accuracy
• Customer responsiveness
• Timely completion of assigned work
• Administrative organization
• Cross-department communication
• Reporting accuracy
• Reduction of administrative errors