Secretary II

J&J Worldwide Services Honolulu , HI 96812

Posted 3 weeks ago

General Summary

Primarily supports Service Order Manager for general administrative duties supporting the service order program. Secondarily, provides general secretarial support to the daily operations of the office.

Primary Essential Duties and Responsibilities

  • Assist Production Control Clerk with administrative support

  • Receive, organize and prioritize maintenance and repairs work orders

  • Assist with the efficient scheduling and dispatch of mechanics

  • Prepares and organizes Preventive Maintenance work orders

  • Prepare Service Order package folders

  • Maintain/Keep up to date Contractor and Vendor COI's (Certificates of Insurance)

  • Maintain /Keep up to date contractor qualifications and certifications.

  • Request and Maintain files for Contractor provided AHA's

  • Upload licenses and certifications on site and electronically

  • Take meeting minutes and transcribe for distribution as required

  • Prepare and provide required weekly and monthly reports to the government

  • Perform data entry in SmartsPro, UltiPro, DMLSS, and other software as required

  • Upkeep of employee safety files, certifications, and records

  • Assist with employee onboarding and hiring process

  • Assist with formatting and review site specific policies and procedures.

  • Perform scanning and copying of documents, sort and deliver mail

  • Provide administrative support of all other Managers

  • Other duties as assigned

Knowledge, Experience and Skill Requirements

  • Two years prior office administrative experience preferred

  • Proficient in use of MS Office programs, including Microsoft Word, Excel and Outlook

  • Strong organizational skills

  • Excellent communication skills

  • Experience using telephones, fax machines, copy machines, scanners and printers

Licenses and Certification

Required:

  • High School Diploma or Higher Education

  • Valid Driver's License

Preferred:

  • Microsoft Office Specialist Certification

  • Experience in facilities, property or construction management

Work Environment

Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Fast paced office environment requiring the prioritization of work orders, data entry and frequent communication with management personnel, peers and field mechanics.

  • Must be able to pass background check and obtain NALAC Security Clearance.

This job description is subject to change by the employer as the needs of the employer and requirements of the job change.

We maintain a drug-free workplace and perform pre-employment substance abuse testing.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

  • Please view Equal Employment Opportunity Posters provided by OFCCP here.

  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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Secretary II

J&J Worldwide Services