PRIMARY PURPOSE AND SCOPE
This position supports all departments by welcoming and assisting visitors and providing front-office and administrative support in person, by phone, and by email.
ESSENTIAL JOB FUNCTIONS
Front Office Operations:
1. Greet and assist all visitors.
2. Answer, route, and document phone calls.
3. Schedule applicants and interview appointments.
4. Assist applicants with the application process and respond to questions.
5. Maintain applicant records.
6. Replenish master copies of application documents, flyers, and marketing materials.
7. Enter notes in database software regarding client/employee interactions.
General Office Support:
1. Assist with job placements as needed.
2. Support employee onboarding.
3. Sort and distribute mail.
4. Maintain office inventory and prepare supply lists.
5. Receive inbound timesheets and submit them to Accounting.
6. Contact clients/employees to verify hours worked.
7. Prepare weekly paychecks for distribution.
8. Maintain filing systems and database.
Other Duties:
1. Perform additional duties as needed across all departments.
EDUCATION AND/OR EXPERIENCE
High School Diploma or equivalent. Minimum 1 year of receptionist experience. Customer service experience.
KNOWLEDGE/SKILLS REQUIRED
Strong customer service and phone etiquette. Excellent attention to detail and ability to multitask. Proficient administrative and computer skills (MS Word, Excel, Outlook). Strong interpersonal skills and ability to work with diverse personalities. Responsible, positive, self-directed, organized, and detail-oriented.
REASONING/ DECISION-MAKING/ PLANNING ABILITY
Must use discretion when providing information and handling confidential matters related to clients and employees.
WORKING CONDITIONS
Hours: Monday–Friday, 7:00 a.m.–4:00 p.m. with a 1-hour lunch break. Location: Indoor, air-conditioned facility. Equipment Use: Phone system, computer, printers, scanner, fax, copy machine, postage machine. Mental, Physical and Communication Demands: Frequent sitting, standing, and walking; extended computer use. Requires friendly, professional customer service; adherence to established procedures; reliable attendance; and ability to work with minimal supervision. Must demonstrate strong verbal and written communication skills and follow oral and written instructions.
TRAVEL REQUIREMENTS
Minimal travel. Occasional driving (or riding as a passenger) to seminars or events. Rare interisland travel to Maui for training or support.
The above information outlines the general nature and level of work performed in this role. It is not a comprehensive list of all duties, responsibilities, or qualifications. Additional tasks may be assigned. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.
Principals only. Recruiters, please don't contact this job poster.