District Administrator (Office Administrator)

Morrow Equipment Company LLC•Kapolei, HI

10h•Onsite

About The Position

GENERAL JOB DUTIES: Provides administrative and secretarial support for the District Manager, the Marketing Department and Manufacturing. In addition to typing, filing and scheduling, this position performs duties such as financial record keeping, payroll, coordination of meetings and employee requests, obtaining supplies, coordinating direct mailings and working on special projects. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, and recommend changes in office practices or procedures. ESSENTIAL JOB FUNCTIONS: The fundamental duties of this job include the: Ability to process all clerical and administrative duties for the service, manufacturing and marketing divisions in an efficient and customer service driven manner. Familiarity with multiline phone systems and professional phone manners. This position will answer phones for Sales, Service and Manufacturing and must have the ability to take messages or field/answer all routine and non-routine questions. Ability to work in cooperation with the yard foreman, shop electrician, service technicians and the shop foreman. This position must also act as a liaison with other departments and outside agencies, including high-level staff such as the Chairman, Vice Chairman, and President. Responsibility for processing all incoming mail for the District facility. Must have the ability to handle confidential and non-routine information and help explain policy when necessary. Ability to schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the department. Ability to interact with a high level of interpersonal skills to handle sensitive and confidential situations. This position continually requires demonstrated poise, tact and diplomacy. Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Analytical ability necessary to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. Ability to represent the Company with a professional manner and appearance. Ability to prioritize and process documents that must be submitted within designated timeframes established by the home office Ability to match accounts payable (A/P) invoices to purchase orders for review by District Service Manager. Responsibility for generating Sales Orders, Receiving Records, and Purchase Orders as directed by the District Service Manager, Sales Manager and Shop Foreman. Responsibility to review time sheets for mathematical and other errors prior to submitting for signature to the District Manager. The position is responsible for emailing time sheets to Salem by submission deadlines and for recommending district processes and procedures to ensure timesheet deadlines are met. Establishment, development and/or maintenance of personnel files for the district including keeping a file of current forms relevant to benefit/employee administration. This would include maintenance of new hire and exit paperwork. Maintenance of petty cash fund and submission of the Petty Cash Fund Report. This position is also responsible for maintaining vendor and machine files as needed by the District and the corporate office. Ability and willingness to work overtime to accommodate the needs of the business.

Requirements

Understanding of the administration of business and an excellent command of the English language.
Knowledge of secretarial, office, administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through more than one year of related experience.
Knowledge of a variety of computer software applications in word processing, spreadsheets, database and internet applications.
Requirement to attend training courses and seminars as requested by the Company.
This position may be required to maintain a current CPR and First Aid Certification.

Nice To Haves

Ability to speak and understand Spanish.

Responsibilities

process all clerical and administrative duties for the service, manufacturing and marketing divisions
answer phones for Sales, Service and Manufacturing
work in cooperation with the yard foreman, shop electrician, service technicians and the shop foreman
act as a liaison with other departments and outside agencies, including high-level staff such as the Chairman, Vice Chairman, and President
process all incoming mail for the District facility
handle confidential and non-routine information and help explain policy when necessary
schedule and organize complex activities such as meetings, travel, conferences and department activities
gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
represent the Company with a professional manner and appearance
prioritize and process documents that must be submitted within designated timeframes established by the home office
match accounts payable (A/P) invoices to purchase orders for review by District Service Manager
generate Sales Orders, Receiving Records, and Purchase Orders as directed by the District Service Manager, Sales Manager and Shop Foreman
review time sheets for mathematical and other errors prior to submitting for signature to the District Manager
emailing time sheets to Salem by submission deadlines and for recommending district processes and procedures to ensure timesheet deadlines are met
establishment, development and/or maintenance of personnel files for the district including keeping a file of current forms relevant to benefit/employee administration
maintenance of petty cash fund and submission of the Petty Cash Fund Report
maintaining vendor and machine files as needed by the District and the corporate office
work overtime to accommodate the needs of the business