Job Description

Job Title: Office Administrator Assistant

Job Type: Full-time

Location: Honolulu, Hawaii (Onsite)

Employment Type: Direct Hire

Benefits: Great benefits package included

Summary:

The Office Administrator Assistant is responsible for a wide range of administrative tasks and acts as the organization's liaison for vendors and service providers. This role coordinates office maintenance, supply orders, event logistics, and provides support in accounting functions such as budgeting, expense reports, and invoice processing. Additional responsibilities include assisting with HR activities like interview coordination and onboarding.

Essential Duties and Responsibilities:

Account Representative for ILWU L100:

• Handle deposits, cashier checks, and communication for L100 Stevedores.
• Manage all bank transactions and communications for 10 units.
• Mail checks, open/close bank accounts, and set up credit cards for officers.
• Schedule officer signatures and facilitate fund transfers.
• Attend meetings and assist with audits and insurance renewals.

Trustee Conference Coordination:

• Register attendees and arrange alternative hotel bookings if necessary.
• Prepare pre-trip materials: per diem checks, packets, maps.
• Post-conference: verify receipts, complete expense reports, and issue reimbursements.
• Reconcile hotel stays and process reimbursement checks.

Administrative/Office Tasks:

• Restock copiers and order office/conference room supplies.
• Organize office cleaning and submit monthly reports to the Folsom office.
• Assist HR with onboarding and new hire photos.
• Support Director with staff performance review prep.
• Email vendor invoices, update websites, and oversee office insurance policies.
• Maintain conference room cleanliness and manage facility needs.
• Handle Schedule A & C from providers, manage supply needs for customer service.
• Oversee on-site storage and allocate Director’s credit card charges.
• Plan staff events and handle staff parking logistics.
• Act as liaison to Property Manager and support Client Manager as needed.
• Assist with IMI reports and support work hire station setup.

Requirements:

Knowledge, Skills & Abilities:

• Must maintain confidentiality and demonstrate professionalism.
• Proficiency in Microsoft Office Suite, Internet use, and Adobe Acrobat.
• Strong communication, customer service, and multitasking skills.
• Ability to analyze issues, troubleshoot office equipment, and manage multiple priorities.
• Comfortable working both independently and in a team.

Qualifications:

• High school diploma or GED required.
• 1–2 years of progressively responsible experience in a corporate or high-volume administrative setting.
• Strong English language skills in reading, writing, and speaking.
• Basic math proficiency (add, subtract, multiply, divide by 10s/100s).
• Valid class C driver’s license with no adverse record.

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