Administration-Office Clerk

Hale Ho Aloha Nursing Home; Honolulu (HI); On-site; USD 42,000 - 66,000; Full time

Job summary

Hale Ho Aloha Nursing Home in Honolulu, HI is seeking an organized front desk and HR support specialist to warmly welcome visitors, answer calls, assist residents and families, and support daily admissions and onboarding processes.

You will maintain personnel records, assist with recruitment activities, coordinate interviews, handle onboarding documentation, and provide clerical support to nursing operations and administrative teams.

Qualifications

• High school diploma or equivalent required.
• Strong oral and written communication skills required.
• Proficient in Microsoft Office with emphasis in Word and Excel required.
• Associates degree in Business Administration or related field preferred.
• Prior HR administrative experience preferred.

Responsibilities

• Reception & Customer Service Support: Welcomes visitors, directs calls, and provides tour and information to residents, families, vendors, and guests.
• Recruitment & Onboarding Support: Maintains postings, assists with outreach, coordinates interviews, and handles onboarding documentation.
• Personnel Records & Employee Compliance Support: Maintains confidential records, trainings, and compliance documentation.
• Staffing & Nursing Operations Support: Communicates staffing changes and assists nursing operations and managers.
• Administrative & Office Support: Performs general office duties, filing, mail, inventory, and document preparation.
• Accounting & Accounts Payable Support: Assists with payments, invoices, vendor files, and financial recordkeeping.

Skills

Oral and written communication

Attention to detail

Education

High school diploma or equivalent

Associates degree in Business Administration or related field

Tools

Microsoft Office

Job description

Essential Duties and Responsibilities

Reception & Customer Service Support
Provides professional front desk and customer service support by welcoming visitors, answering and directing calls, responding to inquiries, assisting residents, families, employees, vendors, and guests, and conducting facility tours for prospective residents, families, candidates, new employees, and other visitors. Creates a welcoming and professional first impression of Hale Ho Aloha through courteous and responsive service.

Recruitment & Onboarding Support
Supports recruitment and onboarding activities by maintaining career site postings, preparing recruitment materials, assisting with outreach efforts such as nursing school presentations and job fairs, coordinating the applicant and interview process, completing pre-employment requirements, and assisting with new hire orientation. Ensures onboarding documentation, including employment, payroll, health, policy acknowledgment, and training records, is completed accurately and maintained.

Personnel Records & Employee Compliance Support
Maintains accurate and confidential personnel records, including employee information, health clearances, background screenings, certifications, training records, compliance documentation, and other employment records. Monitors compliance requirements, issues timely reminders, assists with open enrollment activities and employee benefits documentation, and distributes employment-related documents to authorized individuals as needed.

Staffing & Nursing Operations Support
Supports daily staffing operations by promptly communicating employee call-offs, schedule changes, and urgent staffing issues to department managers and appropriate personnel to help ensure adequate shift coverage and continuity of resident care. Provides administrative support to the Director of Nursing and assists with nursing department operations as needed.

Administrative & Office Support
Provides general administrative support for department managers as needed, including document preparation, filing, mail processing, document distribution, record organization, maintaining office supply inventory, ordering supplies, and assisting with routine office operations.

Accounting & Accounts Payable Support
Provides accounting and accounts payable support by recording, balancing, and depositing payments, donations, and employee-related payments; reviewing invoices for accuracy and required documentation; maintaining vendor files; assisting with accounts payable processes; and ensuring financial records are properly organized and filed.

Commitment to Hale Ho Aloha’s Mission, Vision & Values
Demonstrates commitment to Hale Ho Aloha’s mission, vision, and values by providing professional, compassionate, and respectful service to residents, families, employees, and visitors while supporting a culture of aloha.

Requirements:

• High school diploma or equivalent required.
• Strong oral and written communication skills required.
• Proficient in Microsoft Office with emphasis in Word and Excel required.
• Requires alertness and attention to detail.
• Associates degree in Business Administration or related field preferred.
• Prior HR administrative experience preferred.