Administrative Assistant (Part-Time)

Overview

Nakupuna Companies is looking for a Part-Time Administrative Assistant to support the success of the Nakupuna Companies by providing facilities and administrative support in a fast-paced office environment with various moderate tasks and functional activities. 

Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time. This position reports directly to the Facilities Project Manager. 

Conference Room and Technical Support

• Assist users in the configuration, use, and setup of meeting rooms and meeting room technology
• Book or reserve internal or external conference rooms for various project teams
• Responsible for clerical and organizational tasks, including organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages.
• Greet employees and visitors
• Restock office and kitchen supplies

Team Member Support

• Arrange and send bereavement flowers
• Send a new baby gift package
• Oversee the FreshService help desk to address and resolve issues
• Prepare and dispatch business cards to requesters
• Shipping Point of Contact

Events

• Partner with office leadership, FM Program Manager, and HR Concierge to coordinate and execute events, ensuring alignment with company culture and objectives

 Facilities Maintenance 

• Oversee all activities inside the building, ensuring health and safety standards are met and arranging for repairs when needed
• Plan and manage central services such as reception, cleaning, catering, and parking
• Place service calls as needed for office equipment under maintenance contracts
• Coordinate a range of facility maintenance requirements directed by the Facilities Department

Facilities Project Support

• Access Control
• Oversee facility refurbishment, renovations, remodels, and construction
• Implement best practices to increase efficiency
• Obtain quotes from vendors and suppliers
• Calculate and compare costs for goods and services to maximize cost-effectiveness

 Special Projects

• Additional projects and responsibilities may be assigned based on business needs

Qualifications

Skills/Qualifications: Organizational and planning, excellent communication, customer service, organization, and problem-solving skills.  Problem analysis, attention to detail and accuracy, solid judgment, and decision-making ability; takes the initiative, is adaptable, and is customer-oriented with solid judgment.

Education / Experience:

• High School Diploma or GED equivalent is required. An associate degree is preferred
• 1–3 years of experience in conference room and technical support, administrative and facilities operations, event coordination, help desk support, and general office services
• Strong working knowledge of Microsoft Office 365, Windows, and desktop applications
• Experience in or working for the U.S. military is also highly desirable
• Must be a U.S citizen.

Physical Requirements:

• General Movement & Activity
• Frequent standing and walking throughout facilities during work hours
• Ability to bend, stoop, kneel, crouch, and reach to inspect and service equipment or spaces
• Occasional climbing of ladders or stairs for maintenance access
• Lifting & Carrying
• Lifting, carrying, pushing, and pulling materials and equipment is frequently required. Up to 20–50+ pounds regularly