Administrative Assistant - Oahu

Starting at $21.00/hour
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 our 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:

• Serves as the receptionist for the office, greeting customers, visitors and applicants
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail
• 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
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, payroll, onboarding, etc.; refers more complex questions to management
• Handle departmental correspondence, including emails, memos, and phone calls, with professionalism and promptness
• Coordinate meetings, including scheduling, agenda preparation, and minute taking, ensuring follow-up on action items
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations
• Maintains the integrity of filing systems either manually or electronically
• Maintain confidentiality and handle sensitive information with professionalism
• Performs other related duties as assigned

Fleet Management Responsibilities:

• Assist in the administration of the company's fleet management program, including vehicle documentation, maintenance records, and registrations
• 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

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
• 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
• 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: Starting at $21.00/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.