Administrative Support

Hitachi•Pearl City, HI

5h•Onsite

About The Position

Hitachi Rail is looking for an enthusiastic self-motivated Administrative Support person who thrives in a fast-paced environment. The position is based in Pearl City, HI. This is an office-based, administrative role. Minimum 40 hours per week.

Requirements

Minimum of three (3) years’ experience as an Administrative Assistant or in a similar role.
At least five (5) years of experience in an office environment.
Proficiency with Microsoft 365 (Teams, Outlook, Excel, Word, SharePoint, PowerPoint).
Ability to work independently on complex assignments.
Able to protect sensitive and confidential information.
Strong organizational, analytical, and administrative skills with demonstrated proficiency in prioritizing multiple tasks.
Ability to communicate effectively across multiple departments and at various organizational levels.
Proven capability to work independently and collaboratively to achieve objectives and project milestones.
Strong understanding of administrative practices, business English, and office procedures.
Proven typing proficiency of 60 WPM or higher.

Nice To Haves

Experience in research, reporting, and summarization techniques.
Aptitude to learn new tasks and new software quickly.
Strong interpersonal and communication skills, both verbal and written.
Comfortable interacting with cross‑functional teams and external partners.
Detail-oriented with a proven ability to handle critical situations efficiently.
Analytical mind that can create complex calculations within excel.

Responsibilities

Foster a positive, professional work environment and model professional behavior.
Create and update Office 365 Planner activity boards.
Provide the Directors with detailed project reporting and updates.
Serving as a liaison between the Director and Deputy Director and the Head of Maintenance, the Head of Operations, Rail System Safety, and departmental managers to ensure clear communication, strategic alignment, and effective reporting.
Administer project and contract activities, including analysis and record maintenance.
Collect and organize risk-based inspection data monthly.
Collect and organize Roadway Work Protection data quarterly.
Monitor purchase order balances, invoices, expense reports, and budget tracking.
Assist in maintenance invoice processing by gathering supporting documentation.
Oversee project document control and management.
Track and monitor project contract requirements and correspondence logs.
Coordinate maintenance for fleet vehicles, service vehicles, cranes, fire extinguishers, etc. with accurate record keeping.
Process work orders and conduct quality checks within Maximo.
Handle demand requisitions (DR) in Maximo and associated pre-purchase requests (Pre-PR).
Create and manage documents in MS Word, Excel (including pivot tables and graphs, XLOOKUP and SUMIF functions), and PowerPoint.
Manage a sizable number of daily emails using Microsoft Outlook rules.
Manage Voyager Fleet credit cards for fueling company vehicles.
Prepare printed materials and coordinate both onsite and offsite events.
Coordinate food and drink orders, pick up orders or scheduled delivery, maintain receipts, and fill out reimbursement forms and associated paperwork.
Schedule department meetings, prepare meeting agendas, take minutes, and follow up on outstanding items.
Scan and upload documents as necessary.
Maintain office supplies.
Maintain correspondence and reports, ensuring SharePoint documentation is current and organized.
Conduct documentation reviews and draft letters based on meeting discussions.
Perform research and generate reports as needed.
Review, Edit and implement office procedures to ensure smooth operations.
Manage filing systems for working documents and correspondence.
Willingness to work flexibly and efficiently in support of operations and maintenance (O&M), which may include working early or extended hours.
Performs other responsibilities associated with this position as may be requested by the Directors or Managers