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Operations Assistant

Pacific Administrators
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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 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 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

 

Apply Here (copy & paste this link): https://www.hrsymphony.com/hrs/apply/15068/X3W4?source=Handshake?