Operations Assistant

About Pacific AdministratorsPacific 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 RoleThe 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: CourierDriving delivery and pickup of checks, documents and correspondence, and items from office/to and from union offices/to and from client locationsWeekly 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 boxAs needed – Delivery of mailing supplies of large volume mail outs to mailing vendorAs needed – Driving delivery and pickup of items for office, meetings, and requests from the OM TeamUpkeep of courier logs, key(s), and phoneDaily upkeep of e-mail and voicemails for positionMailMetering of postage for outgoing mail and parcels by operating in-office mailing machineDaily preparation of outgoing mail for USPS; may need to deliver to the post offices if necessaryAssist with in-office mailout preparation and operate the folder/inserter machine as neededMaintain mail suppliesGeneral Office AssistanceMaintain inventory and replenishment of all copy rooms/workstationsMaintain inventory and replenishment of all office supplies and stationaryMaintain inventory and replenishment of lunchroom suppliesPrimary 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 meetingsTemporary/Back-Up AssistanceDaily Receptionist relief, including all Reception functionsAssisting and relief support for other positions in OM, as neededOccasional, temporary assistance to specific departments, as directed by the OM/HR, such as helping with annual file boxing and other tasksPhysical DemandsDriving long distances around OahuLifting 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 arrangementStanding or sitting for extended periods Requirements:High School DiplomaHighly Proficient in Microsoft Word, Excel, and PowerPointAble to multi-taskGood organization and time management skillsGood verbal and written communication skillsStrong customer service and human relation skillsReliable, dependable and trustworthyExperience in using a hand truck and dollyAble to lift boxes that may weigh up to 50 lbs.; stack on and lift off a hand truck or dollyPersonal 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 pickupsClean 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 locationsMonday to Friday, 8:00 - 4:00 PM or 8:30 AM - 4:30 PM, with a 1-hour unpaid lunchThe duties assigned will have situations that will require extra timeIn emergency situations, the Operations Assistant may be required to be at the office