Administrative Assistant

THE VALUE YOU DELIVER:

FRONT DESK / GENERAL ADMIN SUPPORT

Front desk activities include:

• Handle incoming calls.
• Assist with conference call coordination as needed.
• Handle incoming & outgoing mail & parcels (USPS, DHL, Fed Exp) and maintain postage equipment.
• Greet and escort visitors; Maintain COVID19 visitor surveys, visitor logs and badges.
• Assist with on-line parking validation and track daily usage log (reconcile internal log with Auto Park Hawaii Parking Garage invoices)
• Assist with various COVID19 tasks as required (i.e., Staff attendance tracking, common area sanitization, etc.)
• Update Front Desk standard operating procedures as needed and requested.
• Maintain and tidy lobby, conference rooms, kitchen, and copier rooms.
• Purchase & maintain office & kitchen supplies inventory.
• Assist with meeting set up (chairs, beverages, food ordering as needed)
• Coordinate staff birthday cards; send calendar reminders to core singing group for each staff’s birthday
• Business card scanning
• Run errands for office as required (office supplies, post office, Costco, etc.)
• Primary liaison between Oceanit and Pro-file off site storage location
• Place service calls for office equipment as needed (trouble shoot office equipment as needed)
• Coordinate use & service maintenance of company vehicles; maintain vehicle clipboard; and assist with vehicle reservations as needed.
• File and scan as needed.
• Provide back-up support to other administrative staff members as required. 

SHIPPING SUPPORT: Primary outbound shipping coordinator (including international, dangerous goods, and ITAR shipments)

TRAVEL COORDINATION:  

• Support all Company-wide travel arrangements (i.e., Book air, hotel, car, etc. as needed)
• Fiscal – Process and support all travel request reconciliation as needed

PROCUREMENT SUPPORT: Assist all Company-wide procurement processing once purchase requests have been approved.

SECURITY SUPPORT: Provide administrative security support as needed.

ADMINISTRATIVE SUPPORT

• Project/Proposal Support as needed – i.e., report formatting, printing, binding, delivery.
• Support procurement specialist in purchase reconciliation, inventory management as needed.
• Fiscal – Support petty cash, check request, travel request reconciliation, invoice tracking spreadsheet, credit card, and vendor account reconciliation as needed.
• Support all SBU/OBU (division units) as necessary and requested