Part-Time Office Administrative Assistant

Pacific Media Group; Kailua (HI); On-site; USD 25,000 - 30,000; Part time

Job summary

Pacific Media Group in Kailua, HI is seeking a Part-Time Office Administrative Assistant to keep the office organized and running smoothly. You will handle front desk reception, scheduling, mail, supplies, and basic bookkeeping support while assisting with HR onboarding and travel coordination.

The role emphasizes reliability, strong organization, and a customer-friendly presence, with responsibilities spanning document processing, vendor coordination, and general office logistics in a small

Qualifications

• 2+ years in office administration or front-desk roles.
• Proficient with MS Office 365 or Google Workspace.
• Reliable, detail-oriented, and trustworthy with paperwork.
• Valid driver’s license and reliable transportation.

Responsibilities

• Greet visitors, answer calls, and direct inquiries.
• Handle mail, emails, and conference room bookings.
• Process invoices, filing, copying, and scanning.
• Order supplies and track expenses.
• Coordinate deposits and banking errands; manage prize-winner paperwork.
• Support onboarding and offboarding gear; assist with travel planning and events.

Job description

We are seeking an organized, welcoming, and detail-oriented Part-Time Office Administrative Assistant to serve as the operational backbone of our office. In this role, you will manage day-to-day office logistics, handle routine clerical tasks, greet guests, coordinate building maintenance, and assist with basic equipment distribution. This is a true general administrative role perfect for someone who enjoys keeping an office organized, running smoothly, and looking its best.

Core Responsibilities

General Office Administration & Reception

• Front Desk Reception: Greet visitors with a professional and welcoming presence, answer phone calls, and direct inquiries to the right team members.
• Daily Logistics: Handle incoming/outgoing physical mail, monitor general office emails, and manage conference room bookings.
• Document Processing: Scan and email incoming invoices/payables to relevant departments; handle everyday filing, copying, and scanning.
• Office Supplies: Order office supplies and track expenses using our internal request tracking system.

Deposits & Clerical Processing

• Receivables Management: Handle the deposit of receivables for all departments across the company.
• Banking Errands: Perform routine local bank runs to securely drop off check and cash deposits.
• Compliance Paperwork: Collect and submit supporting documentation (waivers, W-9s, IDs) from promotional prize winners.

Facility Coordination & Vendor Tracking

• Property Maintenance: Serve as the point of contact to track and dispatch external vendors for routine internal/external building care (including yard maintenance, AC, roofing, and generators).
• Office Equipment: Monitor physical office equipment (such as coordinating ink/toner refills) and keep equipment lease agreements organized.

HR, Travel & Team Support

• Onboarding & Offboarding Gear: Assist with the basic administrative checkout of company computers/laptops to new hires and collect old or broken gear for replacement.
• Recruitment Support: Help post open company positions to job boards.
• Travel & Events: Book and track corporate travel by department, and help plan fun company gatherings and events.
• Leadership Support: Provide general administrative assistance to the leadership team as requested.

Qualifications & Skills

• Experience: 2+ years of experience in office administration, front-desk reception, or a clerical assistant role.
• Technical Skills: Basic comfort using standard office tools like Microsoft Office 365 or Google Workspace. No advanced IT tech support knowledge is required.
• Organization: Exceptional organizational skills with the ability to comfortably juggle varied tasks throughout the day.
• Trustworthiness: High integrity required for handling sensitive paperwork, processing prize-winner documents, and handling company deposits.
• Transportation: Must have a valid driver’s license and reliable transportation to perform routine local errands.