Who We Are
At HFA, we’re proud to be Hawai‘i’s largest local supplier of perishable foods and logistics—serving grocers, retailers, and club chains across the islands. But we’re not just moving products—we’re building connections, nourishing communities, and growing something that matters.
Our team is the heart of our success. That’s why we invest deeply in our people—offering real opportunities for growth, leadership, and innovation. Whether you're starting your journey or taking the next step, we’re here to support you.
If you're looking for more than a job—if you want a career with purpose, people who care, and a place where you can grow—we’d love to meet you.
Grow with us. Thrive with us. Join the HFA ‘ohana.
What We Are Looking For
The Distribution Administration Specialist provides support with ensuring the efficiency and accuracy of our fleet operations, route logistics, and systems support across multiple islands. The Specialist contributes to the overall distribution operations and is detail-oriented, tech-savvy, and able to coordinate cross-functionally with dispatch, drivers, managers, and external vendors.
Key Responsibilities
Fleet & Vehicle Management
- Oversee fleet coordination with Penske across all islands, including billing and sub/rental management.
- Monitor, schedule, and maintain preventative maintenance for HFA fleet and vehicles.
- Monitor, schedule, and follow up on insurance claims, repair bills, monthly billing review of Lease/SUB/rental charges, and billing overages (e.g., mileage and reefer hour discrepancies).
- Ensure vehicles are linked correctly to Samsara for real-time tracking and compliance.
Web App & Route Support
- Audit and maintain accuracy of route entries; identify and correct missing or incomplete route information.
- Support the setup of new destinations (Vendor, Store, Location) and users in the system and ensure proper Samsara integration.
- Collaborate on route optimization strategies in coordination with managers.
Samsara Platform Administration
- Manage Samsara features such as geofences, device allocation, user roles and settings.
- Provide first-line support for system issues and ensure all data integrations function smoothly.
Delivery Efficiency
- Coordinate with Distribution Manager(s) to enhance delivery workflows and route execution.
- Monitor driver activity and provide real-time updates to the merchandising team regarding ETAs and location tracking.
- Support driver callbacks and daily pickup coordination.
Driver & Compliance Oversight
- Compile and review driver “report cards,” including safety scores and event history (e.g., harsh braking, speeding).
- Follow up on missing paperwork, such as licenses and medical cards (PUC).
- Ensure compliance with delivery schedules and regulatory standards.
Cross-Functional Collaboration
- Work closely with operations managers to identify process inefficiencies and recommend improvements.
- Assist with defining and maintaining delivery parameters such as time windows and customer requirements.
- Assist with administrative support tasks such as invoice follow-up, missing data reconciliation, and truck scheduling.
Qualifications
- High school diploma or equivalent
- Experience in logistics, fleet management, or dispatch support preferred. Knowledge of transportation compliance and safety. Experience with fleet management systems, especially Samsara or similar platforms
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Able to perform basic math calculations.
- Adaptability to demonstrate the ability to adapt to changing conditions and solve problems immediately
- Excellent organizational and time-management skills.
- Effective written and verbal communication skills; display reading comprehension skills with warehouse workers, purchasing department, and outside vendors.
- Shows the ability to work well with others and maintain organization between cross-related departments.
- Display the ability to multitask and handle multiple issues at the same time without stress.
- Able to work with minimum supervision.
About Us
- Starting Pay: $50,000/year.Relevant experience will be highly considered in actual wage.
- Free Healthcare
- 401(k) Plan with % matching
- Paid every Friday
- Paid Time Off
- Flexible Spending Account
- Employee Assistance Program
- Employee Discounts (e.g., Gym membership, Pet Insurance, Legal Assistance plan)
Applicants must currently reside on Oahu, Hawaii to be considered for this role.
We request all applicants to submit a tailored cover letter outlining their relevant experience, skills, and interest in the position.
HFA is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age citizenship, marital status, disability, gender identity or Veteran status.
