Operations Assistant

Pacific Administrators; Honolulu (HI); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Parking provided

Mileage reimbursement

Job summary

Pacific Administrators is seeking a detail-oriented Operations Assistant to support the Office Manager/HR and help across departments. The role includes courier duties, mail processing, and general office tasks, with occasional back-up responsibilities.

A valid driver’s license and reliable vehicle are required. The position requires strong MS Word, Excel, and PowerPoint skills, plus excellent communication and customer service abilities.

Qualifications

• High School Diploma required.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Ability to multi-task and stay organized.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Reliable, dependable and trustworthy.
• Experience using a hand truck/dolly.
• Must be able to lift up to 50 lbs.
• Personal vehicle required for daily deliveries and pickups.
• Cell phone used for business communication.
• Clean driving record and valid driver license.

Responsibilities

• Drive delivery and pickup of checks, documents, and mail between offices, banks, and client locations.
• Weekly payroll pickup and daily bank deposits.
• Support receptionist and general office tasks; assist in events and meetings.
• Assist with mail processing and operate mailing equipment as needed.
• Maintain office supplies, inventory, and courier logs; provide temporary back-up support when needed.

Skills

Multi-tasking

Organization

Time management

Verbal communication

Written communication

Customer service

Reliability

Delivery driving

Education

High School Diploma

Tools

Hand truck

Dolly

MS Word

MS Excel

PowerPoint

Job description

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)
• 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

Mail

• 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

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 skillsGood 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