Administrative Supervisor

HR Symphony; Honolulu (HI); On-site; USD 70,000 - 100,000; Full time

Job summary

Pacific Administrators in Honolulu, HI is seeking an Administrative Supervisor to lead the Administrative Department, develop staff, and ensure timely completion of duties for client funds. You will collaborate with Fund Administrators, Trustees, and legal counsel to deliver accurate administrative services.

The role requires strong supervisory, organizational, and communication skills, with attention to detail. Monday–Friday, onsite in Hawaii, with potential flexibility for travel and audits.

Qualifications

• AA degree in Accounting/Finance or HRM with 5+ years of related experience.
• Demonstrated supervisory and training experience.
• Excellent written and verbal communication with timely responses.

Responsibilities

• Supervise and develop Administrative Department staff and ensure timely work.
• Support Administrators and coordinate meetings for Trustees.
• Prepare agendas, minutes, and meeting materials accurately.
• Coordinate trustee onboarding and travel arrangements.
• Assist with audits, insurance matters, and investment-related admin tasks.
• Maintain trustee records and ensure data security.
• Receive and route subpoenas and other time-sensitive documents.

Skills

Supervisory experience

Communication

Organizational skills

Attention to detail

MS Office proficiency

Contract/document review

Teamwork

Education

AA in Accounting/Finance or HRM

Tools

Microsoft Office Suite

Job description

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 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 Administrative Supervisor works under the direction of the company’s Administrator and will be responsible for developing, supervising, and motivating department staff to ensure timely completion of assigned department responsibilities and projects. They will work closely to support one or more Administrators, to collaborate with PAI’s client Funds’ Legal Counsels, Consultants, Trustees and other professionals to provide client services. The Administrative Supervisor is responsible for accurate, proper and timely execution of all assigned work and is required to have exceptional attention to detail.

Responsibilities

• Supervise, train, develop, and provide day-to-day direction to Administrative Department staff, including delegating assignments, and ensuring work is completed accurately and on time.
• Manage employee performance within the department, including conducting performance reviews, monitoring goals and attendance/timekeeping, providing coaching, and participating in the hiring and training of new staff.
• Support the President/CEO, Fund Administrators, internal departments, Boards of Trustees, and fund professionals with administrative and operational matters related to assigned client funds.
• Coordinate Board of Trustees and other fund meetings, including scheduling, meeting logistics, deadlines, and preparation and distribution of meeting materials.
• Prepare, review, proofread, and finalize agendas, meeting minutes, agenda books, reports, correspondence, schedules, and other Administrative Department materials to ensure accuracy and timely completion.
• Coordinate trustee conference and travel administration, including reviewing requests and advances, verifying compliance with fund travel policies, processing expense documentation, and tracking required post-conference follow-up.
• Maintain accurate trustee records, distribution lists, fund information, administrative files, policies, logs, and other department records, ensuring information is current, organized, and appropriately secured.
• Coordinate new trustee onboarding and orientation, including preparation of trustee materials, required forms and acknowledgments, orientation meetings, and related records.
• Coordinate Administrative Department support for client fund audits, including gathering and reviewing requested documentation, responding to auditor inquiries, maintaining current files, and assisting auditors during onsite reviews.
• Assist with client fund insurance matters, including renewals, invoices, broker inquiries, policy documentation, and verification that payments and coverage-related actions are consistent with trustee approvals.
• Coordinate administrative aspects of investment-related matters, including investment manager changes, quarterly presentations, reporting schedules, and communications with investment professionals.
• Administer trustee communications and approval processes as needed, including document signature routing, email polls, response tracking, and preparation of final records for Board materials.
• Coordinate fund and trustee memberships, professional organization records, and related annual renewals, including identifying opportunities for consolidated purchasing or other cost savings.
• Receive and appropriately route subpoenas, legal documents, regulatory requests, and other time-sensitive correspondence, coordinating follow-up with the responsible department or professional through completion.
• Provide backup administrative support as needed and perform other supervisory, administrative, and operational duties necessary to support the department, including responsibilities requiring proficiency in Administrative Assistant I, II, and III functions.
• Occasional carrying, loading and transporting of supplies
• Perform other duties as assigned

Requirements

• Associate’s degree (AA) in Accounting/Finance or Human Resource Management or equivalent; 5+ years related experience and/or training
• Demonstrated experience with supervising and training people
• Excellent oral and written communication skills with the ability to timely acknowledge and respond, deliver clear, concise and accurate oral and written correspondence
• Excellent organizational, project planning and time management skills – must have the ability to establish priorities and objectives, then to gather, classify, and retrieve information to meet deadlines
• Good problem solving and decision-making skills with the ability to learn company practices
• Able to work in a team environment, delegate effectively, and work harmoniously with others
• Attention to detail and the ability to handle multiple projects and duties at one time
• Supervisory experience is required along with a demonstrated ability to manage others
• Able to analyze, interpret and understand complex contracts or other legal documents
• Able to research and/or respond effectively to inquiries
• Able to balance conflicting priorities and appropriately respond
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)

Nice to Haves

• Knowledge of rules and regulations of trust fund benefits

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
• Some weekends, as needed for client meetings, benefit fairs or educational conferences

Employment Type

Full Time