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Position Title: Administrative Assistant/AP Department: Administration TEMP TO HIRE Overview: The Administrative Assistant provides comprehensive administrative support to ensure smooth and efficient office operations. This role involves managing clerical tasks, supporting staff, and contributing to the organization and productivity of the company. Key Responsibilities: 1. Bookkeeping & Data Entry • Accurately record financial transactions in the company’s financial software. • Reconcile bank statements, credit card statements, and other accounts regularly. • Manage accounts payable and receivable, ensuring timely billing and payments. • Enter and update financial data, including invoices, receipts, and purchase orders. • Assist in preparing financial reports, including balance sheets, income statements, and cash flow statements. • Maintain organized financial records for audits and reviews. • Collaborate with other departments to provide accurate financial information. 2. Office Management • Manage office supplies inventory and coordinate replenishment. • Liaise with vendors for equipment maintenance and repairs. • Organize and schedule meetings and appointments. • Maintain a clean and professional office environment. 3. Communication & Customer Service • Answer and direct phone calls, take messages, and respond to emails promptly. • Greet and assist visitors and clients professionally. • Prepare and distribute memos, letters, and other documents as needed. 4. Document Management • Maintain both physical and digital filing systems. • Prepare and edit documents, reports, and presentations. • Handle sensitive and confidential information with discretion. Expectations: • Ensure smooth daily office operations. • Maintain accuracy and attention to detail in all tasks. • Prioritize and manage multiple tasks efficiently. • Demonstrate professionalism and discretion in all interactions. • Proactively anticipate needs and solve problems. Qualifications: • High school diploma required; Associate’s or Bachelor’s degree preferred. • Previous administrative or office support experience. • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Strong organizational, time management, and communication skills. • Ability to work independently and collaboratively. • Familiarity with office equipment (printers, copiers, phone systems). • Basic bookkeeping skills are a plus. Physical Requirements: • Prolonged periods of sitting at a desk and working on a computer. • Ability to lift up to 15 pounds occasionally. • Ability to stand, walk, and move around the office as needed. • Occasional bending or reaching to file or retrieve documents. Support and Resources: • Access to necessary office equipment and software. • Training on company-specific procedures and systems. • Supportive team environment and clear communication channels with supervisor and other departments. Additional Information: This list of responsibilities, qualifications, and physical requirements is not exhaustive. The Administrative Assistant may be required to assist with other tasks as assigned to support the overall success of the organization. Location: Ala Moana Area Free Parking M-F 8am to 4pm Pay: Based on experience. $20/hr. to $22/hr. Training Provided #HVR123