Front Desk Administrative Assistant Job at Robert Half in Honolulu

We are offering a contract employment opportunity for a Front Desk Administrative Assistant in Honolulu, Hawaii. The successful candidate will be integral to our operations, with duties spanning from managing reception area communications to overseeing daily office functions. Priority will be given to those applicants who live in Hawaii. For further information, please contact Robert Half Honolulu at 808-531-8056.

Responsibilities:

• Oversee the reception area, ensuring effective internal and external telephone and mail communications.

• Manage the daily processing of incoming and outgoing checks, billing statements, and invoices.

• Build and maintain relationships with external vendors to ensure operational efficiency.

• Supervise the maintenance and alteration of office spaces and equipment.

• Coordinate travel arrangements for team members.

• Collaborate with the IT Department to ensure the smooth functioning of all system technologies.

• Manage the operations and reservations for specific units.

• Coordinate the submission and follow-up of detail-oriented contracts.

• Oversee the unit’s filing system, ensuring files are properly labeled, secured, and in compliance with standardized procedures.

• Negotiate the purchase of office supplies and equipment in accordance with company policies and budgetary restrictions.

• Support the implementation of new computer software programs for operations.

• Manage facilities' day-to-day security measures, including the distribution of building access keys.

• Oversee parking assignments for staff members.

• Arrange internal office relocations and meeting setups.

• Participate in special projects as assigned.

• Minimum of 3 years experience in a similar role as a Front Desk Administrative Assistant
• Proven expertise in performing receptionist duties such as greeting guests, answering phones, and managing incoming mail
• Demonstrated experience in providing administrative assistance including managing calendars, coordinating schedules, and maintaining files
• Ability to liaise with external vendors to ensure office supplies and equipment are stocked and functional
• Experience in making travel arrangements for staff members, including booking flights, accommodations, and ground transport
• Proficiency in operating office equipment such as photocopiers, scanners, and fax machines
• Familiarity with filing systems and maintaining organized records
• Experience in handling contracts, ensuring they are up-to-date and properly filed
• Ability to order office supplies and manage inventory effectively
• Experience in coordinating meetings, including scheduling, sending reminders, and preparing meeting materials
• Ability to manage conference room setup and cleanup before and after meetings
• Willingness to take on special projects and tasks as assigned by management
• Proficiency in using Apple Macintosh systems and equipment
• Advanced skills in Microsoft Office Suites, including Word, Excel, PowerPoint, and Outlook.