Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
High school diploma or GED.
At least two years of administrative experience.
Proficiency with Microsoft Office tools, including Outlook, Word, Excel, Access, and PowerPoint.
A valid Hawaii driver's license.
Responsibilities
Provide daily administrative support for Hawaii Island sites, including handling incoming calls and emails, transferring calls, taking messages, resolving issues within the scope of knowledge and authority, and escalating issues when necessary.
Process incoming mail.
Organize and maintain personnel files, compliance training records, truck files, jurisdictional holder files, and customer information.
Process invoices, expense reports, p-card statements, and bad debt reports.
Prepare routine forms, memorandums, business correspondence, and other documents.
Respond to external requests with supervision and guidance from the Supervisor, Administration and/or Operations Supervisors or Managers.
Create requisitions, make direct purchases of office supplies and other materials as instructed, and coordinate vendor services.
Schedule delivery tickets and maintenance service orders for residential and commercial accounts.
Input and print gas delivery tickets as needed and credit-check delivery tickets and service orders before implementation.
Assist other primary administrative support personnel and may assume Supervisor, Administration and/or East Hawaii Office Coordinator duties during their absences.
Post and maintain the bulletin board, ensuring mandated or necessary postings are posted and removed within the required timeframe.
Contact customers regarding collections and input data for reports documenting Hawaii Island collections efforts.
Administer and maintain the Petty Cash Fund, including processing meal allowance requests, per diem vouchers, and eligible small-dollar reimbursements.
Compile, prepare, or assist in preparing and analyzing various data and reports.
Participate in the on-call emergency response rotation by coordinating with dispatchers and Operations to facilitate emergency response activities and create necessary service orders and work tickets.
Comply with safety rules, promote safe work habits, report unsafe conditions or acts, and keep EH&S training current.
Comply with applicable corporate and Hawaii Gas policies and procedures.
Maintain the assigned work area and equipment in a clean, orderly, and safe manner, perform required or instructed housekeeping duties, and work safely and responsibly.
Perform other related duties as instructed by a supervisor or manager.
Desired Qualifications
Experience in the gas or utilities industry.
Experience with scheduling and/or customer service.
Experience using a computer and performing printing and scanning.
Overview
PURPOSE STATEMENT:
The Office Coordinator will perform a variety of administrative duties and support.
Responsibilities
ESSENTIAL FUNCTIONS/RESPONSIBILITIES:
Provides daily administrative support for Hawaii Island sites. Completes tasks relevant to overall administration/operations support including, but not limited to:
Handles all incoming calls and emails; transfers to appropriate employee, takes message, or attempts to resolve issues within scope of knowledge and authority and escalates when necessary.
Processes incoming mail.
Organizes and maintains files, such as personnel files, compliance training records, truck files, jurisdictional holder files, and customer information.
Processes invoices, expense reports, p-card statements, and bad debt reports.
Prepares routine forms, memorandums and other business correspondence and documents.
Responds to external requests with supervision and guidance from the Supervisor, Administration and/or Operations Supervisors/Managers.
Creates requisitions and makes direct purchase of office supplies and other materials as instructed, and coordinates vendor services.
Schedules delivery tickets and maintenance service orders for residential and commercial accounts.
Inputs and prints all gas delivery tickets when needed and credit checks all delivery tickets and service orders prior to implementation.
Assists with other primary administrative support personnel and may assume Supervisor, Administration duties and/or East Hawaii Office Coordinator duties during their absence.
Posts and maintains bulletin board ensuring mandated/necessary postings are properly posted and/or removed in respective timeframe.
Contacts customers regarding collections and inputs data for reports documenting Hawaii Island collections efforts.
Administers and maintains the Petty Cash Fund, including processing meal allowance requests, per diem vouchers, and eligible small-dollar reimbursements.
Compiles, prepares, or assists in preparing and analyzing various data and reports.
Participates in the on-call emergency response rotation by coordinating with dispatchers and Operations to facilitate emergency response activities and create the necessary service orders and work tickets.
OTHER FUNCTIONS/RESPONSIBILITIES:
Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
Complies with all applicable corporate and Hawaii Gas policies and procedures.
Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.
Performs all other related duties as instructed by supervisor/manager.
Qualifications
Required Education and/or Work Experience:
High school diploma or GED.
At least two (2) years of administrative experience.
Proficient in the use of MS Office suite of tools (Outlook, Word, Excel, Access, and PowerPoint).
Preferred Education and/or Work Experience:
Experience in gas/utilities industry.
Experience with scheduling and/or customer service.
Experience with functioning a computer, printing and scanning.
Required Licensure, Certification, Registration or Designation: