OFFICE ADMIN ASSISTANT

BRMS•Honolulu, HI

About The Position

SUMMARY: The Office Administrative Assistant works with the Executive team on various projects and performs various administrative functions as needed. Essential Duties and Responsibilities include the following. Other duties may be assigned. Conferences for Trustees: · Register attendees and arrange group booking at hotels. · Ensure 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. · Booking individual air travel arrangements and hotel accommodations. Administrative / Office duties: · Assist Executive team with funds’ quarterly board meeting’s agenda preparation. Secure parking and meals for meetings. · Fund audits – providing documents for various funds’ annual audits. · Ensuring conference room is kept clean at all times and replenished of necessities. · Reporting of Postage usage & copier reports to Folsom office monthly · Obtaining Trustee signatures for fund documents: i.e. contracts, documents, travel forms, etc. · Filing of bank statements, investment reports & various incoming mail (IRS notices) · Restock supplies 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). · Email invoices for Oahu office vendors to Folsom · Organize office cleaning schedule. (Hired cleaner comes Fridays only) · Insurance policies – waiver of Recourse · Requesting & ensure Schedule A & C are received from providers for Auditors · Ensuring Customer Service office needs are met: i.e. weekly supplies, magazine rack, chairs, etc. and maintenance of facilities · Upkeep of funds documents at the on-site storage room. · Prepare new hire workstations, supplies, and assist HR department with any new hire set up. · Assist in planning staff events. · Liaison between Property Manager and BRMS · Special projects as they arise Supervisory Responsibilities This job has no supervisory responsibilities.

Requirements

Must maintain confidentiality.
Computer literate, with knowledge of and experience working with Microsoft Office Suite, Internet, and Adobe Acrobat.
Exhibit professionalism in appearance and attitude.
Ability to communicate effectively, both verbally and in writing to all staff members and clients
Must be attentive to detail, organized, and able to multi-task and finish projects on time.
Must have friendly outgoing personality and excellent customer service skills, both in person and on the phone.
Must be able to perform additional functions incidental to office activities and procedures.
Ability to recognize, analyze and solve problems within the scope of the Administrative Assistant
Ability to resolve issues as they pertain to office equipment (copier, fax machine, etc.)
Knowledge of modern business etiquette and ethics
Ability to work effectively in an independent and team environment.
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.
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.
Ability to add and subtract, multiply and divide with 10's and 100's.
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.
Valid, class C license in state working with no adverse driving record.
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.

Responsibilities

Register attendees and arrange group booking at hotels.
Ensure hotel is prepaid, per diem check given to Trustees, Trustee, packet prepared – including information on convention & maps, etc.
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.
Booking individual air travel arrangements and hotel accommodations.
Assist Executive team with funds’ quarterly board meeting’s agenda preparation. Secure parking and meals for meetings.
Fund audits – providing documents for various funds’ annual audits.
Ensuring conference room is kept clean at all times and replenished of necessities.
Reporting of Postage usage & copier reports to Folsom office monthly
Obtaining Trustee signatures for fund documents: i.e. contracts, documents, travel forms, etc.
Filing of bank statements, investment reports & various incoming mail (IRS notices)
Restock supplies 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).
Email invoices for Oahu office vendors to Folsom
Organize office cleaning schedule. (Hired cleaner comes Fridays only)
Insurance policies – waiver of Recourse
Requesting & ensure Schedule A & C are received from providers for Auditors
Ensuring Customer Service office needs are met: i.e. weekly supplies, magazine rack, chairs, etc. and maintenance of facilities
Upkeep of funds documents at the on-site storage room.
Prepare new hire workstations, supplies, and assist HR department with any new hire set up.
Assist in planning staff events.
Liaison between Property Manager and BRMS
Special projects as they arise