Administrative Coordinator

1 day ago

Honolulu, Hawaii, United States Premier Restoration Hawaii Full time
About the Role

Premier Restoration Hawaii is seeking a skilled Administrative Assistant to join our team. As a key member of our operations team, you will play a vital role in ensuring the smooth day-to-day operations of our fleet management and projects.

In this role, you will be responsible for providing administrative support, handling administrative tasks, and ensuring smooth communication between various stakeholders.

As a highly organized and detail-oriented individual, you will possess strong organizational skills, excellent time management abilities, and a proactive attitude towards problem-solving.

Responsibilities

The successful candidate will be responsible for:

  • Providing administrative support to ensure the smooth operation of our fleet management and projects
  • Handling administrative tasks, including but not limited to, typing, filing, and completion of simple forms
  • Operating office machines, including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment
  • Answering frequently asked questions from applicants and employees relative to standard policies, benefits, payroll, onboarding, etc.
  • Handling departmental correspondence, including emails, memos, and phone calls, with professionalism and promptness
  • Coordinating meetings, including scheduling, agenda preparation, and minute taking, ensuring follow-up on action items
  • Assisting with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations
  • Maintaining the integrity of filing systems either manually or electronically
  • Maintain confidentiality and handle sensitive information with professionalism
  • Perform other related duties as assigned
Fleet Management Responsibilities

You will also assist in the administration of the company's fleet management program, including vehicle documentation, maintenance records, and registrations.

  • Ability to safely operate and drive various fleet vehicles
  • Coordinate and schedule inspections, repairs, and maintenance for the fleet
  • Maintain accurate and up-to-date inventory of fleet assets, tracking maintenance and expenses
  • Coordinate with employees, vendors, and service providers to ensure timely repairs and maintenance of fleet vehicles
  • Assist in the onboarding and training of new drivers, including maintaining driver records, coordinating training sessions, and ensuring compliance with applicable regulations
  • Assist in the preparation of presentations, reports, and other documents for management meetings and client presentations
  • Maintain confidentiality and handle sensitive information with integrity
Requirements

To be successful in this role, you will need:

  • High school diploma or equivalent
  • 2-3 years proven work experience as an administrative assistant, coordinator, or similar role
  • Proficiency in Microsoft Office Suite, project management software, document management systems, and other relevant software applications
  • Active Driver's License in good standing
  • Familiarity with fleet management processes and knowledge of vehicle maintenance and repair procedures is preferred
  • 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
Working Conditions

This is a full-time position requiring prolonged periods of sitting at a desk and working on a computer. You must be able to lift 15 pounds at times.

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