Department: DHQ – Business Administration
Position Title: Office Assistant/Reception
Reports to: Administrative Assistant (Business Department)
FLSA Status: Non-Exempt, Full-Time

Hourly rate: $16.00 to $17.00 

Job Summary: Greet and assist visitors and staff in reception area. Provide clerical and logistical office support for
Divisional Headquarters.

Essential Qualifications:
 High School Diploma or GED equivalency
 Minimum two years’ secretarial, customer service and/or work-related experience
 Must be computer literate (Office 365, MS Word, Excel, email – preferably Outlook) with
proficient typing skills and the ability to use various software programs.
 Excellent telephone skills and exhibit a positive and professional attitude
 Good planning and organizational skills, ability to multi-task, and work under pressure
 Ability to follow instructions and work with minimal supervision
 Attention to detail, and provide consistent and reliable follow through
 Ensure that all receptionist responsibilities are completed accurately and delivered with high
quality and in a timely manner
 Ability to be resourceful and initiative-taking in dealing with issues that may arise
 Maintain a professional attitude and approach to problem solving
 Excellent written and verbal communication skills
 Excellent interpersonal skills, pleasant phone manner
 Maintain regular and punctual work attendance
 Must have valid Hawaii driver’s license and clean driving abstract
 An equivalent combination of training and experience which provides the required knowledge, skills
and abilities will be accepted.

Preferred Qualifications:
 Ability to operate Cisco multi-line phone system.
 Working knowledge of mail processes, such as postage machine, USPS mail service, Federal
Express; and office equipment, such as copiers, fax machine.

Essential Functions:
 Answers all telephone inquiries and/or directs incoming calls to the appropriate people.
 Serve visitors, in person and on the telephone, by greeting, directing, and announcing them
appropriately. Ensure that visitors sign in utilizing the sign-in sheet.
 Maintain a neat and orderly reception area, mailroom, and general office supply areas.
 Maintain and update Front Desk resource/reference manuals (including FAQ list, DHQ phone list).
 Oversees and maintains filing system of all W-9 forms (both in scan drive and hard copy file
folders).
 Prepare and mail check payments in accordance with Finance Department procedures.
 Compose and type routine letters and emails.
 Hawaiian Airlines: Complete monthly reconciliation report. Includes information gathering from units
and airlines, as well as disseminating updated information to the units as needed.
 Mailroom: Serve as point person for the mailroom (e.g., process outgoing mail; maintain mailroom
supplies; refill postage meter; track/report monthly postage usage; maintain mailroom
reference/instruction manual).
 Deliveries: Manage traffic of incoming/outgoing mail and special deliveries at the Front Desk,
maintain daily activity log (e.g., in-and-out status of officers/staff, tracking deliveries received at the
Front Desk).
 Collect requests and complete online ordering of office and janitorial supplies. Maintains general office
supplies inventory; replenish and order as needed (includes mailroom and main copier) in
Administration Building.
 Office equipment: Helps resolve copier and fax machine jams/problems, liaison with
support/vendors.
 Kitchen: Maintains assignment calendar and oversees weekly cleaning. Cleans and sets up coffee urn
in before leaving for day.
 Vehicle Reservation: Assist with booking and providing reservation services for our floater vehicles.
 Secure Administration building side entrance door at the end of day.
 Perform deliveries as requested. This requires use of company vehicle and valid Hawaii driver’s
license.
 Performs other duties as assigned.

Equal Employment Opportunity Employer. Minorities/Women/Veterans/Disabled