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Administrative Assistant

2 months ago

Wailuku, United States Premier Restoration Hawaii Full time

In-state Applicants

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant. The successful candidate will provide crucial administrative support to ensure the smooth operation of travel, safety, fleet management and projects by handling administrative tasks and ensuring smooth communication between various stakeholders. The ideal candidate will possess strong organizational skills, excellent time management abilities, and a proactive attitude towards problem-solving.

Administrative Support Responsibilities:

  • Performs clerical duties including typing, filing, and completion of simple forms
  • Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment
  • Maintains the integrity of filing systems either manually or electronically
  • Maintain confidentiality and handle sensitive information with professionalism
  • Miscellaneous errands including picking up gas cards, Office Max, Home Depot, airport runs, etc. (these are not daily but as needed)
  • Performs other related duties as assigned
Travel Arrangements (7 days a week) Responsibilities:
  • On-call 24/7 for all travel related requests: flights, accommodations, vehicles, revisions, and cancellations.
Safety Responsibilities:
  • Manage all employee's expiration dates on all safety related certifications to ensure compliance
  • Schedule medical eval appointments as needed
  • Email manager/employees to update expired safety items (fit tests, hazwoper, 3m respirator clearance, forklift, etc.)
  • Schedule in-person & online safety classes as needed
  • Mail/scan/ file all safety related documents
  • Assisting with weekly safety meeting content - PowerPoint presentations, sign-in sheets, etc.
Fleet Management Responsibilities:
  • Track all safety and registrations renewals
  • Send notification and reminder emails to employees and their managers regarding all upcoming safety renewals
  • Renew upcoming registrations online and notify employees and their managers; then notifying when ready for pick up
Qualifications:
  • High school diploma or equivalent
  • 2-3 years proven work experience as an administrative assistant, coordinator, or similar role, preferably in similar industry
  • 2-3 years of prior customer service experience preferred
  • Proficiency in Microsoft Office Suite, project management software, document management systems and other relevant software applications
  • Active Driver's License in good standing
  • Excellent organizational skills with the ability to prioritize tasks and meet deadlines
  • Strong attention to detail and accuracy in data entry, document preparation, and record-keeping
  • Exceptional communication skills, both written and verbal
  • Ability to multi-task and handle conflicting priorities effectively in a fast-paced environment
  • Strong problem-solving and decision-making skills
  • Demonstrated ability to work independently and collaborate within a team
  • Uphold the highest standards of professionalism, integrity, and confidentiality
Physical Requirements:
  • Prolonged periods of sitting at a desk and working on a computer
  • Must be able to lift 15 pounds at times
Great benefits:
  • Paid Time Off
  • Health, Dental, & Vision Insurance
  • Matching 401(K) Plan

Job Type/Shift: Full-time, Monday - Friday, 7:00am - 4:00pm

Pay: $20.00 to $25.00/hour, depending on experience

Join our team and be part of a dynamic organization dedicated to delivering exceptional administrative support.

All offers of employment are contingent on passing a drug and background screen.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.