Operations Assistant

Pacific 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 Role

The 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:

• Courier
  • Driving delivery and pickup of checks, documents and correspondence, and items from office/to and from union offices/to and from client locations
  • Weekly 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 box
  • As needed – Delivery of mailing supplies of large volume mail outs to mailing vendor
  • As needed – Driving delivery and pickup of items for office, meetings, and requests from the OM Team
  • Upkeep of courier logs, key(s), and phone
  • Daily upkeep of e-mail and voicemails for position
• Mail
  • Metering of postage for outgoing mail and parcels by operating in-office mailing machine
  • Daily preparation of outgoing mail for USPS; may need to deliver to the post offices if necessary
  • Assist with in-office mailout preparation and operate the folder/inserter machine as needed
  • Maintain mail supplies
• General Office Assistance
  • Maintain inventory and replenishment of all copy rooms/workstations
  • Maintain inventory and replenishment of all office supplies and stationary
  • Maintain inventory and replenishment of lunchroom supplies
  • Primary 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 meetings
• Temporary/Back-Up Assistance
  • Daily Receptionist relief, including all Reception functions
  • Assisting and relief support for other positions in OM, as needed
  • Occasional, temporary assistance to specific departments, as directed by the OM/HR, such as helping with annual file boxing and other tasks
• Physical Demands
  • Driving long distances around Oahu
  • Lifting 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

• High School Diploma
• Highly Proficient in Microsoft Word, Excel, and PowerPoint
• Able to multi-task
• Good organization and time management skills
• Good verbal and written communication skills
• Strong customer service and human relation skills
• Reliable, dependable and trustworthy
• Experience in using a hand truck and dolly
• Able to lift boxes that may weigh up to 50 lbs.; stack on and lift off a hand truck or dolly
• Personal 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 pickups
• Clean driving record, auto insurance and current driver license (driving abstract is required)

• PAI offices are indoors & air-conditioned while conditions may vary at client locations
• Monday to Friday, 8:00 - 4:00 PM or 8:30 AM - 4:30 PM, with a 1-hour unpaid lunch
• The duties assigned will have situations that will require extra time
• In emergency situations, the Operations Assistant may be required to be at the office