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: $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 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