Office Administrator Assistant

This is an on-site position- Honolulu, HI

The Office Administrator Assistant performs and oversees various administrative functions and processes and acts as the organization's point person for outside vendors and service
providers. Plans and coordinates office-wide facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. Monitors inventory and places orders for office equipment, supplies, or provisions. Manages or administers accounting processes including budgeting, invoice processing, employee expense reports, reimbursements, petty cash, and time tracking. May support HR activities or initiatives with employee onboarding and interview coordination, and training.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Account Representative for ILWU L100:

All deposits, cashier checks and communication for L100 Stevedores

Handling all bank transactions, communications and special requests for 10 units.

Mailing checks to members.

Opening and closing bank accounts up.

Setting credit card for officers if requested

Transfer of funds within bank and credit union

Scheduling with officers for signatures

Attend meetings when requested.

Renew insurance annually.

Assist with audit
Conferences for Trustees:

Register attendees: If the selected hotel is not adequate, arrange a group booking at another hotel.

Before leaving ensure the 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.
Administrative / Office duties:

Restock paper 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