Office Manager and Administrative Assistant

A Brief Overview

The Office Manager and Administrative Assistant is responsible for coordinating and managing office functions for the Hawaii Development Group and providing administrative support to the senior level staff. Responsibilities include, and not limited to, office management, greeting guests, ensuring complete location audit compliance with all corporate policies and procedures, maintaining good rapport with tenants, service providers, and other customer relations activities. The Office Manager and Administrative Assistant is also responsible for providing office supplies, coordinating meetings, ordering lunches, and various other administrative duties.

What you will do

• Acts as office reception to all visitors and vendors as applicable.
• Oversees all office operations including purchasing, and customer relations.
• Manages all front office HR-related tasks, including training, new employee on-boarding, and equipment set up.
• Manages conference calls and meetings, including the preparation and organization of meeting space and materials in advance. Orders food for business meetings (breakfast/lunch, etc.), as required.
• Coordinates meetings, conferences, and other special events and tasks across department and/or division.
• Ensures all incoming packages and mail are directed to appropriate individuals.
• Ensures cleanliness and overall appearance of the office, including the kitchen, supply/printer, and storage room.
• Ensures office supplies, equipment, and kitchen items are sufficiently stocked, coffee, paper goods, etc. while maintaining overall management and inventory of items described.
• Manages the coordination and arrangement of meetings and events, some with very high-level executives both inside and outside the company.
• Arranges domestic travel and prepares expense reports.
• Assists with office moves and other various facilities related tasks if applicable.
• Updates office furniture, wall coverings, and overall office appearance.
• Partners with manager to ensure that all needs of the office are being met.
• Drafts and distributes correspondence, maintain files, and performs various special projects.
• Creates and updates division PowerPoint presentations.
• Demonstrates confidentiality as the administrative work for this role involves top level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, and judgment.
• Understands and complies with company policies and procedures while performing the role outlined above.
• Understands and complies with building management's policies and procedures which include emergency evacuations, fire warden responsibilities, etc.
• Attends all required training related to the company and building management, in-service, and staff meetings.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Communicates and responds effectively to verbal and written inquiries on behalf of leadership.
• Troubleshoots equipment and act as a liaison for the office regarding IT related issues.
• Tracks budget related to sponsorships and memberships, check requests, fill tables, collaborate with community and PR team, coordinate events, and functions
• Oversees budget responsibility includes overseeing political donations and sponsorships. Tracks political donation/budget, and check requests.

Qualifications

• Bachelor's Degree in Business Administration, Public Administration, or equivalent work experience Required or
• 1-3 years work experience managing an office for the Office Manager role. Required and
• 1-3 years experience in people management. Required
• Demonstrated ability to work independently with limited direct supervision.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required.
• Excellent teamwork and interpersonal skills.
• Strong time management and organizational skills with attention to detail.
• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required. Concur is a strong plus.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• Ability to resolve problems independently and work with a high degree of autonomy and responsibility.
• Requires a detail oriented, self-starter, who takes initiative, able to prioritize, work independently with limited direction and multi-task in busy environment.
• Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team.
• Must demonstrate excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
• Class A Commercial Drivers License (CDL) Valid Driver's License Required

Compensation

We are committed to offering competitive and equitable compensation. The hiring range for this position is generally between $70,000 - $75,000, exclusive of fringe benefits or potential bonuses. This position is also eligible for a performance bonus. Final salaries will be determined based on factors such as geographic location, skills, education, licenses, certifications, and/or experience. In addition to these factors - we believe in the importance of pay equity. Please keep in mind that the range mentioned above is the general Hiring Range for the role. Hiring at the top of the range is reserved for exceptionally qualified candidates. We consider internal and external factors as a part of every final offer. We also offer a generous total compensation and benefits package.

Benefits
A competitive salary is only one part of your total rewards. We also offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!

You must be able to pass a drug, background screen, and motor vehicle record check (if one is required per the position).

EEO/ADA
The Company and its affiliates provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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