Department: DHQ – Business Administration

Position Title: Office Assistant/Reception

Reports to: Administrative Assistant (Business Department)

FLSA Status: Non-Exempt, Full-Time

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 Airlines, as well as disseminating updated information to the unites 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 before 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 Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)