Office Administrator

Summary:

The Office Administrator Assistant is responsible for overseeing various administrative functions and processes, acting as the organizations point person for outside vendors and service providers. This role involves planning and coordinating office-wide facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. The Office Administrator Assistant monitors inventory and places orders for office equipment, supplies, or provisions. Additionally, this role manages or administers accounting processes, including budgeting, invoice processing, employee expense reports, reimbursements, petty cash, and time tracking. The position may also support HR activities or initiatives, such as employee onboarding, interview coordination, and training.

Essential Duties and Responsibilities:

Conferences for Trustees:

Register attendees and arrange group bookings if the selected hotel is inadequate.

Ensure hotel prepayment, provide per diem checks to Trustees, and prepare Trustee packets with convention information and maps.

Administrative / Office Duties:

Restock paper for office copiers and maintain stationery supplies.

Order stationery and office supplies from vendors or purchase physically.

Organize the office cleaning schedule.

Report postage usage and copier reports to the Folsom office monthly.

Assist HR with new hire paperwork and photos.

Assist the Director in preparing staff job performance reviews.

Email invoices for Oahu office vendors to Folsom.

Ensure Funds websites are updated with current information.

Oversee the cleanliness and organization of the conference room.

Ensure customer service office needs are met and maintain facilities.

Lead person for on-site storage room.

Allocate the Director’s monthly American Express statement among various funds.

Plan summer and end-of-year staff events.

Manage staff parking locations, payments, and passes.

Act as liaison between the Property Manager and BRMS.

Provide work hire station with supplies.

Assist the Client Manager with agenda preparation and audit items.

Requirements:

Knowledge, Skills, & Abilities:

Must maintain confidentiality.

Proficient in Microsoft Office Suite, Internet, and Adobe Acrobat.

Exhibit professionalism in appearance and attitude.

Effective communication skills, both verbal and written.

Attention to detail, organizational skills, and ability to multi-task and meet deadlines.

Friendly, outgoing personality with excellent customer service skills.

Ability to recognize, analyze, and solve problems within the scope of the role.

Ability to resolve issues related to office equipment.

Knowledge of modern business etiquette and ethics.

Ability to work effectively both independently and as part of a team.