Office Assistant / Receptionist

Department : DHQ – Business Administration

Position Title : Office Assistant / Reception

Reports to : Administrative Assistant (Business Department)

FLSA Status : Non-Exempt, Full-Time

Hourly rate : $ to $

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 (, 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 (, 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 Employment Opportunity Employer. Minorities / Women / Veterans / Disabled