General/Administrative:
- Manage company telephone switchboard by answering all incoming calls and directing them to the appropriate staff member.
- Greet and assist all incoming visitors to the office while notifying the appropriate person.
- Manage all mail that is received and sent. Prepare outgoing mail and sort incoming mail and forward it to the appropriate party.
- Professionally communicate and handle all requests, issues, and inquiries received from email, in person, or through the various Company web portals, requesting assistance as necessary.
- Complete preventive maintenance requirements, calling for repairs, maintain equipment inventories.
- Support, manage, and maintain records for the department, including the following: vendor insurance certificates, including securing updated policy information and following up and tracking; accurate cost tracking and processing of invoices; and storage supply inventory.
- Perform regular and thorough file audits.
- Coordinate activities/programs to include the following: Company Christmas party; Annual Safe Driver Awards/T-shirts; Annual Company Breakfast Meeting; Christmas cards and cookies; Turkey, Ham, and Corn award recipients; Aloha United Way; Company community events; and other employee recognition events and activities.
- Manage company cell phone program: activate, issue, assist with troubleshooting and software issues, manage and track plan activity and billing, and communicate with cell phone vendors when needed.
- Manage inventory and ordering of company uniforms and logo wear.
- Perform administrative and clerical tasks to support Operations and Administrative activities on a back-fill basis, including data entry and report generation.
- Make post office runs and other errands as needed for the company or management.
Fleet, Facilities, Safety, & Training:
- Maintain a facilities maintenance schedule, including coordination and scheduling of repairs and maintenance.
- Coordinate and work with the FFST Manager, vendors, department supervisors/managers to ensure the highest possible service and timely repair/maintenance completion.
- Track parts, materials, and supplies for the maintenance and upkeep of PT facilities.
- Input and track all repair information and purchases of supplies and parts provided by vendors into a computer database.
- Monitor, track, and report facilities, equipment maintenance, and repair activity costs.
- Assist with maintaining current resources in the safety training library to ensure compliance with regulations.
- Assist with scheduling and creating personnel safety training and safety meeting presentations as necessary (CDL, DOT, OSHA, Forklift, General Safety, Hazmat, DIP Training, fire safety, etc.).
- Track and report employee safety recognition program data at the individual and department level.
- Track and report safety accidents, claims, tickets, and violations.
HR:
- Assist with the recruitment process by posting job openings, gathering information on new applicants, informing applicants of their hiring status, scheduling applicant interviews, conducting verifications, processing background checks, and tracking the recruitment process.
- Assist with the onboarding process by providing company orientation to new employees, obtaining signatures for forms and documents, preparing new employee files, and updating all system records for appropriate documentation and tracking.
- Exercise a high degree of confidentiality of employee personnel information.
- Record and track employee attendance.
- Prepare paperwork for human resources policies and procedures, including distribution and proactive follow up, collection and tracking of same.
- Compile and prepare annual compliance reporting to include the following: Vets 4212 and EEO 1/EEOC.
- Maintain driver files and ensure all driver requirements are met by: Monitoring Driver CDL expiration dates; licenses, medical certificates, driver history records and TWIC; schedule driver physical appointments; issue and activate driver cellphones and perform troubleshooting; and cell phone setup, troubleshooting, billing, and employee usage.
- Always think and work safely to prevent work injuries accidents and property damage. Comply with all company safety rules, including reporting unsafe acts, unsafe conditions, illnesses and injuries to supervisor or manager and actively participate in identifying ways to make our company a safer place to work.
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