Facilities Administrative Specialist

REHAB Hospital of the Pacific•Honolulu, HI

13h•Onsite

About The Position

The Facilities Administrative Specialist will be responsible for maintaining daily reports and assisting with a variety of support in the facility. This role provides essential administrative support across several departments, including Safety, Security, Capital Projects, Plant Operations, Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom, and PBX/Communications. Provides ongoing support to the Manager of Facilities and the leadership team to help ensure that all departments function smoothly. This role may also assist to ensure that patients, their families, and hospital staff receive efficient, courteous, and professional telecommunications services. Assists in the management of the hospital's switchboard, directing calls to appropriate departments while maintaining a friendly and helpful demeanor. Additionally, coordinates emergency responses by adhering to established protocols and security regulations. Your commitment to providing high-quality, comprehensive, and innovative inpatient and outpatient rehabilitation services will be essential to your success in this role.

Requirements

Completion of competencies and other job-related and REHAB requirements.
High School diploma or an equivalent combination of education and two (2) or more years of experience in an office setting.
Proficient in word processor, data entry, spreadsheet modeling, and slideshow presentation.
Strong aptitude for navigating digital calendars, managing email filters, and conducting video conferencing.
Two (2) years of customer service and effective communication skills.

Nice To Haves

Valid State of Hawaii driver’s license
Associate degree or equivalent combination of education and two (2) or more years of experience in an office setting.
Proficient in Microsoft Office Suite and Google Workspace

Responsibilities

Manages the Facilities Work Order request program.
Prints pending department work requests, prioritizes, organizes and schedules incoming assignments to assure timely completion.
Closes work requests when completed.
Follow up with assigned staff on the status of open work order requests.
Tracks, graphs and trends number of work hours by individual Plant Operations staff and provides monthly reports of completed and outstanding work orders to Facilities leadership team.
Generates monthly utilities usage spreadsheets.
Coordinates vendor services.
Assists in the preparation and monitoring of departmental budgets, facilitates the processing of invoices and purchase orders, and ensures the accurate tracking of operational expenditures.
Oversees the ordering, stock control, and inventory management of office supplies and facility equipment.
Uses sound judgment and ensures patient safety.
Follows and adheres to all organizational and departmental policies and guidelines, code of conduct, and REHAB employee handbook
Performs other duties as assigned.