Office Coordinator - EducationKualoa Ranch Hawaii, Inc. • Kaneohe, HI, US

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Office Coordinator - Education

Kualoa Ranch Hawaii, Inc. • Kaneohe, HI, US

14 hours ago

Job type

Full-time

Job description

49-049 Kamehameha Hwy, Kaneohe, HI 96744, USA

Job Description

Posted Tuesday, October 14, 2025 at 4 : 00 PM

Join Kualoa Ranch Hawai'i, where history, culture, and natural beauty come together in one of the most extraordinary places in Hawai'i. With diverse operations and a deep commitment to our land, community, visitors, and each other, we honor our proud legacy while building an exciting future. Be part of our 'ohana and share the spirit of Hawai'i with the world.

Relocation Package : None

Schedule : Work hours are Monday–Friday, 7 : 30 AM–4 : 00 PM; occasional flexibility for early or late group support may be required.

Position Summary

The Office Coordinator – Education plays a vital role in supporting the daily operations, communication, and logistics of Kualoa Ranch's Education Department. This position manages a high volume of field trip and program inquiries, coordinates group bookings from initial inquiry through post-visit follow-up, and ensures each visiting group enjoys a seamless, safe, and high-quality learning experience. Acting as the central hub for scheduling, communication, and administrative processes, this role requires exceptional attention to detail, proactive coordination, and strong organizational skills. The Office Coordinator helps uphold Kualoa's mission of malama ?aina (to care for the land) and supports educational programs that connect students and visitors to Hawai?i's cultural and natural heritage.

Key Responsibilities

Program & Booking Coordination

Monitor and respond to incoming education inquiries via email, forms, and phone.
Manage the full booking process — from inquiry to confirmation and follow-up.
Collect detailed group information, including headcounts, transportation needs, and program timing.
Prepare and customize contracts, process payments, and track deadlines for deposits and balances.
Ensure all pricing and tax regulations are accurately applied and documented.

Pre-Trip & Onsite Support

Send detailed pre-visit communication (check-in instructions, reminders, waiver links, etc.).

Confirm final logistics and communicate any updates or last-minute changes to the team.

Provide onsite coordination support when needed to ensure a positive guest experience.

Administrative & Operational Support

Maintain and update the Education Department's master calendar and booking reports.

Track and compile participation data, revenue reports, and program metrics.

Manage digital waivers, contracts, and payment documentation.

Coordinate with internal departments such as Transportation, Food & Beverage, and Guest Services to ensure program readiness.

Support scheduling of Education Facilitators by providing timely booking details.

Assist the Education Manager with overall program oversight, communications, and departmental reporting.

Guest Service & Communication

Serve as the main point of contact for teachers, administrators, and community groups.

Deliver clear, friendly, and timely communication to ensure a professional guest experience.

Demonstrate cultural sensitivity and understanding when representing Kualoa Ranch Education Programs.

Minimum Qualifications

Proven experience in program coordination, event management, or administrative support (preferably in education, hospitality, or nonprofit settings).

Strong written and verbal communication skills.

Excellent organizational and time-management abilities.

Detail-oriented with the ability to manage multiple tasks and priorities simultaneously.

Proficiency in Microsoft Office, Outlook, Excel, and digital platforms (Tripleseat or similar systems).

Commitment to guest service, safety, and teamwork.

Preferred Qualifications

Experience in managing bookings or coordinating educational or cultural programs.

Familiarity with digital reservation and scheduling platforms.

Knowledge of or connection to Hawaiian culture, values, and language.

Physical & Working Conditions

Primarily office-based with occasional onsite presence during group visits.

Must be able to manage a high volume of email and digital correspondence daily.

Kualoa Ranch Hawai'i is a proud equal opportunity employer and maintains a drug-free workplace. We provide equal consideration to all applicants in compliance with local, state, and federal laws.

49-049 Kamehameha Hwy, Kaneohe, HI 96744, USA

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Office Coordinator • Kaneohe, HI, US

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