Operations Administrative Assistant

Jun 02 2021
ALTRES Office |Honolulu|Full Time, $45,000 - $50,000 / year
Job Description
Operations Administrative Assistant (200777-5)

Seeking a full-time Operations Admin for a maintenance company to manage the daily communication flow. Responsibilities include answering and directing all incoming calls including customer service calls, overseeing schedules, and providing a variety of administrative duties for the operations team. This role will also be responsible for monitoring customer work requests, performing financial processing, and handling subcontractor relations.

Candidates must have a high level of organizational skills with proven experience in a similar role. Great pay and parking provided!

Hours

Full-time, Monday to Friday, 8:00am-5:00pm

Location

Honolulu, Oahu

Pay

$45,000 to $50,000 a year

Responsibilities

  • Answer all incoming phone calls.
  • Assist incoming visitors with applications, form requests, etc.
  • Create new company email addresses upon request and cancel or forward emails for terminated employees.
  • Maintain the customer database.
  • Process work and purchase orders.
  • Provide support for all business correspondences utilizing word processing and spreadsheet software.
  • Assist with marketing campaigns and promotional events.
  • Establish and maintain central records of business (e.g. develop and maintain a central library of all technical information and equipment pricing).
  • Assist with contracts including scanning copies and tracking scope of work.
  • Perform routine office functions such as ordering supplies, mailing, operating office machines and equipment.
  • Monitor all work requests for daily operations (meter reading logs submitted to property management, obtaining city/state-issued permits, etc.).
  • Provide monthly reporting, including reports pertaining to unresolved issues, main events, and quality programs.
  • Order, set up, and issue cell phones to staff. Maintain an adequate supply of cell phones and accessories (hot spot, charger cables, etc.). Monitor cell phone database records and support staff with troubleshooting.
  • Order and maintain an adequate supply of uniforms in all sizes and styles; manage reusable uniform apparel, coordinate laundry services for cleaning, and redistribute.
  • Maintain vehicle inventory records; remind staff to perform regular maintenance services and safety checks; support staff with purchasing accessories (duplicate keys, bed cover, etc.); order loading zone stickers.
  • Perform other duties as assigned.

Qualifications

  • Must have high-level administrative experience in a similar role.
  • Excellent organizational ability and financial aptitude.
  • Good public relations skills and good oral and written communication ability.
  • Proficiency in Microsoft Office Suite.
  • Ability to handle multiple tasks and deadlines simultaneously.