Office Administrator

Office Administrator

The Office Administrator performs and oversees various administrative functions and processes and acts as the organization's point person for outside vendors and service providers. Plans and coordinates office-wide facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. Monitors inventory and places orders for office equipment, supplies, or provisions. Manages or administers accounting processes including budgeting, invoice processing, employee expense reports, reimbursements, petty cash, and time tracking. May support HR activities or initiatives with employee onboarding and interview coordination, and training.

Essential duties and responsibilities include the following. Other duties may be assigned.

Account Representative for ILWU L100:

• All deposits, cashier checks and communication for L100 Stevedores
• Handling all bank transactions, communications and special requests for 10 units.
• Mailing checks to members.
• Opening and closing bank accounts up.
• Setting credit card for officers if requested
• Transfer of funds within bank and credit union
• Scheduling with officers for signatures
• Attend meetings when requested.
• Renew insurance annually.
• Assist with audit

Conferences for Trustees:

• Register attendees: If the selected hotel is not adequate, arrange a group booking at another hotel.
• Before leaving ensure the hotel is prepaid, per diem check given to Trustees, Trustee packet prepared – including information on convention & maps, etc.
• Returning from conference: Retrieve receipts from Trustees, verify receipts, collect monies due to fund or coordinate payment. Expense report specific to each individual based upon Trustees travel dates. Complete reports & cordially inquire on non-reimbursable charges.
• Travel reimbursement checks to the Trustees.
• Reconciling room stay with Trustees hotel folio.

Administrative / Office duties:

• Restock paper for office copiers and stationary fund supplies.
• Order stationery (Fund letterhead, envelopes and SPD) and supplies for office (from Conrad Enterprise or physically purchasing at a store) and conference room items (Costco & Sams Wholesale).
• Organize office cleaning schedule. (Hired cleaner comes Fridays only)
• Reporting of Postage usage & three copier reports to Folsom office monthly
• Assist HR department with new hires paperwork and new hire photo.
• Assist Director in preparation of staff job performance reviews.
• Email invoices for Oahu office vendors to Folsom
• Work with internal staff to ensure Funds websites are updated (current SPD, par notice, etc…)
• Insurance policies
• Oversee the conference room is kept clean & neat at all times.
• Ensuring Schedule A & C are received from providers.
• Ensuring Customer service office needs are met, i.e. weekly supplies, magazine rack, chairs, etc. and maintenance of facilities (lights, air conditioning, etc….)
• Lead person for on-site storage room.
• Allocate Director's monthly American Express statement among the various funds.
• Planning Summer & EOY staff events
• Staff Parking – location, payment, passes
• Liaison between Property Manager and BRMS
• Providing work hire station with supplies.
• Assist Client Manager with agenda preparation, audit items, etc… as needed.
• Assist with IMI report, as needed.
• Work is closely managed. Works on projects/matters of limited complexity in a support role.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Requirements

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school or G.E.D. equivalent; and one to two years of increasingly responsible supervisory experience in a corporate mailroom environment and/or high-volume production/transaction environment; or equivalent combination of education and experience.

Language Skills: Ability to read, speak, and write effectively in English. Ability to interpret documents such as safety rules, memos, letters, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before customers or employees of organization. Ability to effectively address or resolve customer service issues within guidelines of the position.

Mathematical Skills: Ability to add and subtract, multiply and divide with 10's and 100's.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations: Valid, class C license in state working with no adverse driving record.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and stand; walk and use hands to finger, handle, or feel. The employee is frequently required to reach with hands and arms and talk or hear. The employee may frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.