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Administrative Support Specialist

2 months ago

Hilo, Hawaii, United States Hawthorne Machinery Co. Full time

Position Overview:

Contributing to Community Development

About Hawthorne Machinery Co.

Hawthorne Machinery Co. is a family-operated enterprise that has been a leader in its field for over six decades, specializing in the sale, rental, and maintenance of construction machinery and power generation solutions essential to various sectors, including agriculture, construction, marine, and government.

Every team member is vital to our achievements. We seek individuals who align with our mission of Enhancing Communities through our customers and embody our core values of Passion, Respect, Integrity, Dedication, and Excellence (PRIDE).

If you aspire to build a promising career with a well-established company that offers numerous growth and advancement opportunities, you are in the right place. At Hawthorne Machinery Co., we are always on the lookout for exceptionally skilled and dedicated individuals who are eager to contribute to our success and the well-being of the communities we serve.

Position Summary:

Under the supervision of the Product Support Manager, the Administrative Support Specialist is responsible for a range of clerical tasks. This role includes scanning accounts payable invoices, managing incoming calls, and executing various administrative functions.

Key Responsibilities:

  1. Manage incoming calls for the Parts department when staff are occupied or unavailable, assisting with basic inquiries or parts availability.
  2. Notify customers daily, prior to 10 AM, regarding the status of their backorders.
  3. Scan accounts payable invoices, ensuring proper coding and documentation of parts delivery.
  4. Perform cashier duties for the branch, including daily deposits and cash collection reporting.
  5. Open and close work orders for repair tasks, entering detailed data into the system and maintaining organized job files.
  6. Order necessary supplies for repair tasks and shop operations, issuing purchase orders to relevant vendors.
  7. Coordinate with the Rental department to direct calls and assist customers with document signing or equipment pickup.
  8. Handle daily mail distribution to the appropriate personnel or departments.
  9. Execute additional duties as assigned.

Qualifications:

  1. High school diploma or equivalent required.
  2. Valid Driver's License with a clean driving record.
  3. Proficient in PC skills.
  4. Strong verbal and written communication abilities.

Physical Requirements:

  1. Mobility: Ability to move about on foot, often over uneven surfaces.
  2. Manual Dexterity: Capability to handle and work with hands.
  3. Weight Handling: Ability to lift and lower various paperwork.
  4. Reach: Ability to extend hands and arms in any direction.
  5. Bending: Ability to bend body downward and forward.
  6. Standing: Ability to remain standing for various job functions.
  7. Vision: Ability to read paperwork and computer screens.
  8. Communication: Ability to converse via radio, phone, and in person.
  9. Sitting: Ability to sit at a desk for extended periods.

Work Environment:

  1. Noise: Exposure to constant or intermittent noise.
  2. Temperature/Weather: Primarily an office environment.

Benefits:

  • Competitive salary structure.
  • Positive work culture and environment.
  • Opportunities for career advancement.
  • Comprehensive training programs.
  • Medical, Dental, and Vision insurance options.
  • Health Savings Account availability.
  • Paid Time Off (PTO).
  • 401(k) plan with company matching.
  • Flexible Spending Accounts for health and dependent care.
  • Life and Accident Insurance coverage.
  • Employee Assistance Programs.
  • Legal and Travel Assistance Plans.
  • Wellness initiatives and programs.
  • Referral and Longevity Bonus Programs.
  • Recognition Programs and additional perks.
  • Discounts on Hawthorne Machinery Co. products.
  • Boot and Tuition Reimbursement.
  • Company-provided uniforms.
  • Advanced Technical Training opportunities.

Accommodations: Reasonable accommodations for essential functions of the position will be considered.

Hawthorne Machinery Co. is an Equal Employment Opportunity/Affirmative Action Employer. M/F/V/D

Hawthorne Machinery Co. participates in E-Verify.