Maintenance Admin Clerk

Robert's Hawaii, Inc.•Honolulu, HI

1d•Hybrid

About The Position

The primary function of this position is to provide administrative support to the Maintenance division and ensure that all paperwork (work orders, invoices, payroll, billings, updated abstracts, current DOT physicals, renewal of TB tests, etc.) is processed to the various departments in a timely fashion.

Requirements

High school diploma or GED; or one to three months related experience and/or training or equivalent combination of education and experience
Must be computer literate (able to utilize and maneuver through windows applications)
Must have knowledge and experience in word processing, e-mail, spreadsheets, file manipulation
Must be able to adapt and learn new computer software and applications
Able to type 40+ wpm
Able to utilize calculator and various office machines
Must be able to work flexible shifts
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
Ability to effectively present information in one-on-one and small groups
Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills
Has good listening skills, builds strong relationships, is flexible/open-minded, negotiates effectively, solicits performance feedback and handles constructive criticism
Listens attentively to others, asks clarifying questions, actively listens, stays open to other viewpoints, manages distractions and interruptions
Keeps information organized and accessible, maintains clean/functional workspace, works systematically/efficiently, manages time well
Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, understands the difference between critical details and unimportant facts
Prioritizes well, shows energy, reacts to opportunities, instills urgency in others, meets deadlines
Promotes mutual respect, keeps workplace clean and safe, supports safety programs

Responsibilities

Review and audit, input all employees’ hours for payroll
At end of month- calculate, review, audit mileage of all vehicles
Answer all incoming calls
Process/file employee requests for time off
Ensure all qualifying documents are updated and current on file and copies sent to HR
Input/file NOW’s, NTP’s, Accident Reports
Fill out NTP’s for vacations, sick leave for F/T employees
Process all work orders and invoices for maintenance
Update employee profile (phone numbers, addresses, name changes, etc.)
Organize, update, and maintain all maintenance related paperwork and documentation
Assists employees to update tax, Medical, Dental information and forwarding to proper dept.
After charters- match with reservation forms
Collect and deposit funds for C.O.D Charters present and future fill in log and send to accounting
Cross check expended fuel slips and file
Reconcile all invoices and work orders
Order and stock parts and all inventory items
Any/All inventory management processes
Attend all meetings- staff
Performs other duties as assigned.