Looking for a full-time Administrative Assistant who provides professional administrative and clerical support in Operations and Administrative activities by working well in a team environment, is highly self-motivated, and able to efficiently multi-task to ensure timely completion of job duties.
Department: General and Administrative
Schedule: Monday-Friday; 7:30am-4:30pm; Non-Exempt
Overtime: Occasional
Essential Duties:
General/Administrative
Professionally manage company telephone switchboard; incoming office visitors; all company mail (received and sent); and all requests, issues, and inquiries received from email, in person, or through the various Company web portals, requesting assistance as necessary.
Complete preventive maintenance requirements, calling for repairs, maintain equipment inventories.
Support, manage, and maintain records for the department: vendor insurance certificates, including securing updated policy information and following up and tracking; accurate cost tracking and processing of invoices; and storage supply inventory.
Perform regular and thorough file audits.
Coordinate activities/programs to include Company Christmas party; Annual Safe Driver Awards/T-shirts; Annual Company Breakfast Meeting; Christmas cards and cookies; Turkey, ham, and corn award recipients; Aloha United Way; and Company community events.
Make post office runs and other errands as needed for the company or management.
Manage company cell phone program: activate and issue; assist with troubleshooting and software issues; manage and track plan activity and billing; communicate with cell phone vendors
Manage inventory and ordering of company uniforms and logo wear.
Perform administrative and clerical tasks to support Operations and Administrative activities on a back-fill basis, including data entry and report generating.
Fleet, Facilities, Safety, and Training
Maintain facilities maintenance schedule including coordination and scheduling of repairs and maintenance.
Coordinate and work with FFST manager, vendors, department managers/supervisors to ensure the highest possible service and timely repair/maintenance completion.
Track parts, materials, and supplies for maintenance and upkeep of PT facilities.
Input and track all repair information and purchases of supplies and parts provided by vendors.
Monitor, track, and report facilities, equipment maintenance, and repair activity cost.
Assist with maintaining current resources in the safety training library to ensure compliance with regulations.
Assist with scheduling and creating personnel safety training and safety meeting presentations as necessary (CDL, DOT, OSHA, Forklift, General Safety, Hazmat, DIP Training, fire safety, etc.).
Track and report employee safety recognition program data at the individual and department level, safety accidents, claims, tickets, and violations.
HR
Assist the HR Manager with completing various tasks in the recruitment and onboarding processes.
Exercise a high degree of confidentiality with employee personnel information.
Record and track employee attendance.
Prepare paperwork for human resources policies and procedures, including distribution and proactive follow up, collection, and tracking.
Compile and prepare annual compliance reporting to include the following: Vets 4212 and EEO 1/EEOC.
Maintain Driver Files and ensure all driver requirements are met by: monitoring Driver CDL expiration dates; licenses, medical certificates, driver history records and TWIC; schedule driver physical appointments; issue and activate driver cellphones and perform troubleshooting; and cell phone setup, troubleshooting, billing, and employee usage.
Always think and work safely to prevent work injuries accidents and property damage. Comply with all company safety rules, including reporting unsafe acts, unsafe conditions, illnesses and injuries to supervisor or manager and actively participate in identifying ways to make our company a safer place to work.
Qualifications: Required (R) or Preferred (P)
-Minimum 2 years related business experience: (P)
-High school diploma or equivalent: (R)
-Post secondary education or degree: (P)
-Fluency in English (oral and written): (R)
-Effective oral and written communication: (R)
-Strong customer service and interpersonal skills: (R)
-PC skills including Microsoft Outlook, Word, Excel, and PowerPoint: (R)
-Database knowledge: (P)
-Valid Driver's License with clean driving record: (R)
-Excellent time management skills and ability to prioritize work to ensure job duties are completed efficiently: (P)
-Type 45+ wpm: (R)
-Possess a professional, welcoming, and positive attitude: (P)
-Excellent attendance and dependability: (P)
-Works well in a team environment: (P)
-Completes assigned job duties with a high degree of initiative and self-motivation: (P)
-Ability to proactively identify problems, brainstorm and analyze answers, and implement the best solution: (P)
-Ability to stay organized and focused on different tasks efficiently to achieve the desired outcome.
Interested applicants must include a copy of your current resume and contact information in their reply. Employment applications can also be downloaded along with information on how to submit a completed application from our job website (https://www.pacifictransfer.com/jobs).
Join a professional team at one the largest trucking companies in Hawaii! Family owned and locally run since 1978, Pacific Transfer has been serving Hawai’i as one of the largest and leading trucking companies providing our community with professional ground transportation. We believe in delivering safe and efficient transportation focusing on our customers’ needs.
EOE/M/F/Vet/Disabled/Drug Free Workplace