Office Administrator

$40,000 - $55,000/Yr

Aloha Hospitality Professionals - Honolulu, HI

Full-time - Mid Level

Honolulu, HI

About the position

Job Title: Office Administrator, Full Time, Salaried Location: AlohaHP, World Headquarters, Eaton Square, Waikiki Company Overview: AlohaHP is more than just a staffing agency; we're pioneers in talent management, committed to innovation and excellence. Our Office Administrator is a key player in ensuring smooth operations and weaving our story of efficiency and talent-centricity to the world. Join us in our mission to elevate both companies and talent, driving progress and success in the workplace. As an Office Administrator, you will be responsible for a variety of tasks that are essential to the daily operations of our headquarters. Your role will involve managing financial transactions, including accounts receivables and payables, using advanced tools like Intacct, Expensify, and Bill.com. You will coordinate bi-weekly payroll processing, ensuring that our team is paid accurately and on time. Additionally, you will generate weekly client invoices and follow up on accounts receivables to maintain a healthy financial status, keeping AR under $70,000. You will also play a crucial role in maintaining operating expense budgets, presenting financial updates at executive meetings, and crafting a compelling narrative of our financial success. Your office management skills will be put to the test as you order supplies and troubleshoot any office-related issues that arise. In addition to financial and office management, you will support human resources by assisting in the onboarding and offboarding processes, managing the owner's schedule, and providing email support. You will spearhead forward-thinking projects aimed at enhancing company efficiency, including transitioning to new software and leading training sessions. As a supervisor, you will oversee the work and development of administrative interns, guiding them to ensure their success. You will also manage media and marketing efforts for the AlohaHP podcast and lead the search for an outsourced media and marketing specialist to enhance our image and storytelling. We warmly welcome you to the AlohaHP team as a full-time, salaried employee, and we look forward to expanding our unique staffing solutions together.

Responsibilities

• Manage accounts receivables and payables using tools like Intacct, Expensify, and Bill.com.
• Coordinate bi-weekly payroll processing to ensure accurate and timely payments.
• Generate weekly client invoices and follow up with accounts receivables to maintain AR under $70,000.
• Maintain operating expense budgets for financial health and stability.
• Present financial updates at executive and company-wide meetings.
• Order office supplies and troubleshoot office-related issues promptly.
• Assist in onboarding and offboarding team members.
• Manage the owner's schedule efficiently and provide email support as needed.
• Spearhead initiatives to enhance company efficiency, including software transitions and training sessions.
• Oversee the work and development of administrative interns.
• Manage media and marketing efforts for the AlohaHP podcast.
• Lead the search for an outsourced media and marketing specialist.

Requirements

• Proven experience as an Office Administrator, Office Assistant, or relevant role.
• Familiarity with office management procedures and basic accounting principles.
• Excellent knowledge of MS Office and office management software (ERP etc.).
• Strong organizational and time management skills.
• Outstanding communication and interpersonal abilities.
• Attention to detail and problem-solving skills.
• BSc/BA in office administration or relevant field is preferred.

Benefits

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• Professional development opportunities
• Collaborative and innovative work environment