Operations Assistant

Pacific Administrators; Honolulu (HI); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) Plan with Match

Commuter Benefit

Paid Vacation

Sick and Personal Time

Movie Days

Flexible Spending Account

Group Life Insurance

Job summary

Pacific Administrators seeks an Operations Assistant to support the Office Manager/HR and the entire company. The role covers courier, mail, and general office tasks, with occasional department back-up as needed. The position may involve drug testing or fitness for duty certification due to job nature.

The ideal candidate will be organized, reliable, and able to lift boxes up to 50 lbs, with a valid driver's license for daily deliveries and pickups.

Qualifications

• High School Diploma required.
• Proficient in Word, Excel, and PowerPoint.
• Able to multi-task with strong organizational skills.
• Good verbal and written communication and customer service.
• Reliable with a clean driving record and valid license.

Responsibilities

• Drive delivery and pickup of checks, documents, and items for office, unions, and clients.
• Weekly payroll pickups and daily bank deposits.
• Backup IT disk exchange and mailing supplies deliveries for large mailouts.
• Support OM team for events and meetings; relief for receptionist.
• Assist with annual file boxing and other tasks as directed.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Multi-tasking

Organization

Communication

Customer service

Education

High School Diploma

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)
• Every Tuesday, backup disk exchange for IT department at bank`s safety deposit box
• 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
• Maintain mail supplies

General Office Assistance

• Maintain inventory and replenishment of all copy rooms/workstations
• Maintain inventory and replenishment of all office supplies and stationery
• 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 skills
• Good 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

Benefits

• Medical, Dental, Vision Insurance & Prescription Drug Coverage - 100% of Employee's Medical Insurance premiums are paid for by the company for a single participant (or 50% of Employee + Dependents total premiums)
• Paid Vacation, Sick and Personal Time
• 401(k) Plan with Company Match
• Commuter Benefit - 50% of the cost of monthly Bus pass or 50% of parking is paid for by the company
• Monthly Movie Days
• Flexible Spending Account
• Group Life Insurance