What are the responsibilities and job description for the Office Operations Assistant position at Pacific Administrators?
About Pacific Administrators
Pacific Administrators (PAI) was founded in 2001 with a mission to provide exceptional Third-Party Administration services to Multi-Employer (Taft-Hartley) Employee Benefit Plan Trust Funds. PAI has been awarded one of Hawaii Business Magazine's Best Places to Work for 2026 and is Hawaii’s Largest Locally Owned & Operated Third-Party Administrator.
About the Role
The Operations Assistant will work under the Office Manager/HR and be responsible for general duties that support the entire company/general operations. They will provide occasional, temporary assistance to specific departments in times of need, as directed by the OM/HR. Please note that due to the nature of this position candidates may be subject to drug testing and/or a fitness for duty certification.
Responsibilities:
Courier
- Driving delivery and pickup of checks, documents and correspondence, and items from office/to and from union offices/to and from client locations
- Weekly payroll pickup from banks (pickup once per week, banks are walking distance from office)
- Daily delivery of bank deposits to banks (either walking or driving)
- Every Tuesday, backup disk exchange for IT department at bank’s safety deposit box
- As needed – Delivery of mailing supplies of large volume mail outs to mailing vendor
- As needed – Driving delivery and pickup of items for office, meetings, and requests from the OM Team
- Upkeep of courier logs, key(s), and phone
- Daily upkeep of e-mail and voicemails for position
- Metering of postage for outgoing mail and parcels by operating in-office mailing machine
- Daily preparation of outgoing mail for USPS; may need to deliver to the post offices if necessary
- Assist with in-office mailout preparation and operate the folder/inserter machine as needed
- Maintain mail supplies
General Office Assistance
- Maintain inventory and replenishment of all copy rooms/workstations
- Maintain inventory and replenishment of all office supplies and stationary
- Maintain inventory and replenishment of lunchroom supplies
- Primary relief for the Receptionist (morning/lunch shift, breaks, and when the Receptionist is on leave)
- Assistance to OM team in setting up, and cleaning up after, special events and meetings
Temporary/Back-Up Assistance
- Daily Receptionist relief, including all Reception functions
- Assisting and relief support for other positions in OM, as needed
- Occasional, temporary assistance to specific departments, as directed by the OM/HR, such as helping with annual file boxing and other tasks
Physical Demands
- Driving long distances around Oahu
- Lifting and carrying of file boxes, mailing supplies, and cases of paper that may weigh up to 50 lbs.
- Moving tables and lifting chairs for conference room arrangement
- Standing or sitting for extended periods
Requirements:
- High School Diploma
- Highly Proficient in Microsoft Word, Excel, and PowerPoint
- Able to multi-task
- Good organization and time management skills
- Good verbal and written communication skills
- Strong customer service and human relation skills
- Reliable, dependable and trustworthy
- Experience in using a hand truck and dolly
- Able to lift boxes that may weigh up to 50 lbs.; stack on and lift off a hand truck or dolly
- Personal vehicle (automobile) is required for daily deliveries and pickups (mileage reimbursement; parking in building provided at no cost)
- Cell phone usage for business communication for delivery and pickups
- Clean driving record, auto insurance and current driver license (driving abstract is required)
Working Conditions:
- PAI offices are indoors & air-conditioned while conditions may vary at client locations
- Monday to Friday, 8:00 - 4:00 PM or 8:30 AM - 4:30 PM, with a 1-hour unpaid lunch
- The duties assigned will have situations that will require extra time
- In emergency situations, the Operations Assistant may be required to be at the office
Benefits
- Medical, Dental, Vision Insurance & Prescription Drug Coverage - 100% of Employee's Medical Insurance premiums are paid for by the company for a single participant (or 50% of Employee Dependents total premiums)
- Paid Vacation, Sick and Personal Time
- 401(k) Plan with Company Match
- Commuter Benefit - 50% of the cost of monthly Bus pass or 50% of Parking is paid for by the company
- Monthly Movie Days
- Flexible Spending Account
- Group Life Insurance