Office Assistant / Receptionist

Job Description

Job Description

Department : DHQ – Business Administration

Position Title : Office Assistant / Reception

Reports to : Administrative Assistant (Business Department)

FLSA Status : Non-Exempt, Full-Time

Hourly rate : $16.00 to $17.00

Job Summary : Greet and assist visitors and staff in reception area. Provide clerical and logistical office support for

Divisional Headquarters.

Essential Qualifications :

High School Diploma or GED equivalency

Minimum two years’ secretarial, customer service and / or work-related experience

Must be computer literate (Office 365, MS Word, Excel, email – preferably Outlook) with

proficient typing skills and the ability to use various software programs.

Excellent telephone skills and exhibit a positive and professional attitude

Good planning and organizational skills, ability to multi-task, and work under pressure

Ability to follow instructions and work with minimal supervision

Attention to detail, and provide consistent and reliable follow through

Ensure that all receptionist responsibilities are completed accurately and delivered with high

quality and in a timely manner

Ability to be resourceful and initiative-taking in dealing with issues that may arise

Maintain a professional attitude and approach to problem solving

Excellent written and verbal communication skills

Excellent interpersonal skills, pleasant phone manner

Maintain regular and punctual work attendance

Must have valid Hawaii driver’s license and clean driving abstract

An equivalent combination of training and experience which provides the required knowledge, skills

and abilities will be accepted.

Preferred Qualifications :

Ability to operate Cisco multi-line phone system.

Working knowledge of mail processes, such as postage machine, USPS mail service, Federal

Express; and office equipment, such as copiers, fax machine.

Essential Functions :

Answers all telephone inquiries and / or directs incoming calls to the appropriate people.

Serve visitors, in person and on the telephone, by greeting, directing, and announcing them

appropriately. Ensure that visitors sign in utilizing the sign-in sheet.

Maintain a neat and orderly reception area, mailroom, and general office supply areas.

Maintain and update Front Desk resource / reference manuals (including FAQ list, DHQ phone list).

Oversees and maintains filing system of all W-9 forms (both in scan drive and hard copy file

folders).

Prepare and mail check payments in accordance with Finance Department procedures.

Compose and type routine letters and emails.

Hawaiian Airlines : Complete monthly reconciliation report. Includes information gathering from units

and airlines, as well as disseminating updated information to the units as needed.

Mailroom : Serve as point person for the mailroom (e.g., process outgoing mail; maintain mailroom

supplies; refill postage meter; track / report monthly postage usage; maintain mailroom

reference / instruction manual).

Deliveries : Manage traffic of incoming / outgoing mail and special deliveries at the Front Desk,

maintain daily activity log (e.g., in-and-out status of officers / staff, tracking deliveries received at the

Front Desk).

Collect requests and complete online ordering of office and janitorial supplies. Maintains general office

supplies inventory; replenish and order as needed (includes mailroom and main copier) in

Administration Building.

Office equipment : Helps resolve copier and fax machine jams / problems, liaison with

support / vendors.

Kitchen : Maintains assignment calendar and oversees weekly cleaning. Cleans and sets up coffee urn

in after leaving for day.

Vehicle Reservation : Assist with booking and providing reservation services for our floater vehicles.

Secure Administration building side entrance door at the end of day.

Perform deliveries as requested. This requires use of company vehicle and valid Hawaii driver’s

license.

Performs other duties as assigned.

Equal Employment Opportunity Employer. Minorities / Women / Veterans / Disabled