Administrative Assistant

We are looking for an Administrative Assistant to support recreation department operations in Hawaii. This contract position is ideal for someone who enjoys creating a welcoming front-office experience while keeping schedules, records, and communications organized. The role involves working closely with residents, visitors, vendors, and internal staff to ensure daily administrative activities run smoothly and efficiently. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements. To learn more about this role, please call us at 808-531-0800.

Responsibilities:

• Welcome residents, visitors, and service providers at the front desk and deliver courteous, attentive assistance with day-to-day requests.

• Manage participant check-ins for programs, classes, and facility access while confirming eligibility, memberships, or usage permissions when needed.

• Coordinate bookings for shared amenities and recreation spaces, ensuring reservation details are recorded accurately and communicated clearly.

• Maintain organized resident information, attendance lists, and departmental records with strong attention to accuracy and confidentiality.

• Provide administrative support to recreation leadership by preparing correspondence, organizing documents, and assisting with event-related logistics.

• Create and distribute notices, flyers, and other community-facing materials to keep residents informed about upcoming activities and updates.

• Support registration and payment-related tasks for programs and events, helping ensure transactions are processed correctly.

• Handle department mail, package distribution, incoming deliveries, and supply ordering while monitoring inventory levels for office and recreation materials.

• Respond to resident questions or concerns with professionalism and escalate more complex issues to the appropriate team member when necessary.

Qualifications:

• Experience in administrative support, front desk coordination, or office operations.
• Ability to manage inbound calls, in-person inquiries, and general receptionist responsibilities in a detail-oriented manner.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Proficiency in organizing records, schedules, and routine departmental documentation.
• Comfortable handling multiple priorities in a fast-paced customer-facing environment.
• Strong written and verbal communication skills for preparing notices and assisting diverse community members.
• Ability to maintain discretion when working with sensitive resident or organizational information.

Compensation

$15.84-$18.34 Hourly

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