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Company Name : Oceanit
Location : Honolulu, HI 96813
Position : Front Desk Administrative Assistant
Job Description : THE VALUE YOU DELIVER: FRONT DESK / GENERAL ADMIN SUPPORTFront desk activities include: Handle incoming calls.Assist with conference call coordination as needed.Handle incoming & outgoing mail & parcels (USPS, DHL, Fed Exp) and maintain postage equipment.Greet and escort visitors; Maintain COVID19 visitor surveys, visitor logs and badges.Assist with on-line parking validation and track daily usage log (reconcile internal log with Auto Park Hawaii Parking Garage invoices)Assist with various COVID19 tasks as required (i.e., Staff attendance tracking, common area sanitization, etc.)Update Front Desk standard operating procedures as needed and requested.Maintain and tidy lobby, conference rooms, kitchen, and copier rooms.Purchase & maintain office & kitchen supplies inventory.Assist with meeting set up (chairs, beverages, food ordering as needed)Coordinate staff birthday cards; send calendar reminders to core singing group for each staff’s birthdayBusiness card scanningRun errands for office as required (office supplies, post office, Costco, etc.)Primary liaison between Oceanit and Pro-file off site storage locationPlace service calls for office equipment as needed (trouble shoot office equipment as needed)Coordinate use & service maintenance of company vehicles; maintain vehicle clipboard; and assist with vehicle reservations as needed.File and scan as needed.Provide back-up support to other administrative staff members as required.SHIPPING SUPPORT: Primary outbound shipping coordinator (including international, dangerous goods, and ITAR shipments)TRAVEL COORDINATION: Support all Company-wide travel arrangements (i.e., Book air, hotel, car, etc. as needed)Fiscal – Process and support all travel request reconciliation as neededPROCUREMENT SUPPORT: Assist all Company-wide procurement processing once purchase requests have been approved.SECURITY SUPPORT: Provide administrative security support as needed.ADMINISTRATIVE SUPPORTProject/Proposal Support as needed – i.e., report formatting, printing, binding, delivery.Support procurement specialist in purchase reconciliation, inventory management as needed.Fiscal – Support petty cash, check request, travel request reconciliation, invoice tracking spreadsheet, credit card, and vendor account reconciliation as needed.Support all SBU/OBU (division units) as necessary and requestedTHE EXPERTISE WE’RE LOOKING FOR: Any combination equivalent to graduation from high school including or supplemental by course work in business administration, office management, secretarial science or any related field and three years of increasingly responsible secretarial or administrative office support experience. Minimum of 3 years applicable experience is required. Preferable experience with international shipping and logistics coordination.EEO Employer/Vets/DisabledJob Type: Full-time
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