Administrative Assistant, Facilities Maintenance

NANA Regional Corporation • Honolulu, HI • 5h ago

Job Description

About NMS

Built on a culture of safety and integrity, NMS delivers award-winning, integrated support services to a variety of clients in food service, facilities management, camp services, security and hotel management in Alaska and the continental U.S. We are proud to serve not only our original oilfield clients, but also clients from federal, state, and local governments, corporate facilities, healthcare institutions, schools and universities, manufacturing centers, and the transportation and telecommunications industry. Our clients have peace of mind knowing we are committed to delivering best-in-class service, and we bring creativity, technology, and experience to every project. Our mission is to provide management and support services at a level of quality, value, safety and expertise beyond our clients' expectations. At NMS, we expect our employees to fulfill that mission in every aspect of their work.

Summary

The Maintenance Administrative Assistant provides essential administrative and clerical support to the Facilities Maintenance Department. This role ensures the efficient operation of maintenance systems and processes by assisting with various tasks. The ideal candidate should be detail-oriented, organized, and capable of managing multiple tasks simultaneously while meeting deadlines. Strong communication and organizational skills, as well as proficiency in Microsoft Office and maintenance management systems, are key to success in this position.

Responsibilities

Provide administrative support for facilities maintenance projects and teams.

Process subcontractor invoices and ensure timely, accurate payment processing.

Create and prepare reports, correspondence, graphs, charts, and statistics to support maintenance activities.

Review credit card reports for accuracy, ensuring correct coding and appropriate documentation.

Track and manage subcontractor insurance certificates, ensuring all subcontractors maintain appropriate, up-to-date coverage.

Prepare and review Individual Contractor Agreements (ICAs) for accuracy and compliance.

Maintain accurate records of labor, material, subcontractor, and equipment costs to support accurate billing.

Assist with scheduling maintenance work and effectively communicate work schedules to both internal and external customers.

Arrange travel and hotel accommodation for staff as required.

Generate and update database reports for tracking maintenance projects, status updates, and related activities.

Assist with the maintenance and updates to the Computerized Maintenance Management System (CMMS).

Perform other duties as assigned by the NMS Director of Operations or senior staff.

Qualifications

A High School Diploma or GED equivalent.

Three (3) years related administrative experience.

Ability to pass a security background check and receive a SIDA clearence.

A valid Driver's License and an acceptable driving record for the past three (3) years to be eligible under NMS' vehicle insurance policy.

Must be fluent in speaking, reading, and writing English.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and MS Outlook).

Strong organizational skills and the ability to manage multiple tasks efficiently and effectively.

Excellent communication skills, both written and verbal, with a professional and friendly demeanor.

High attention to detail, particularly in preparing and reviewing reports, invoices, and data.

Ability to work both independently and collaboratively in a fast-paced, team-oriented environment.

Ability to quickly learn new software systems and adapt to changing requirements.

Preferred

Knowledge of maintenance operations in an airport or large facility environment is a plus.

Previous experience with Computerized Maintenance Management Systems (CMMS) is highly desirable.

Knowledge of OSHA's rules/regulations for both maintenance & construction.

Working Conditions and Physical Requirements

Weather: Indoors and outdoors. Hot and humid conditions are normal.

Noise level in the work environment is usually that of a standard office atmosphere.

Description of environment: Standard office environment.

Physical requirements: Employee is required to occasionally lift and/or move up to 25 lbs.

Competency

NMS Core Values

Safety guides our behavior.

Honesty and integrity govern our activities.

Commitments made will be fulfilled.

All individuals are treated with dignity and respect.

The environment will be protected and sustained.

Equal Opportunity Employer NANA Regional Corporation, Inc. and its subsidiaries are equal employment opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender (including pregnancy, gender-identity and sexual orientation), age, disability, genetic information, veteran protected status or any other characteristic protected by applicable law. NANA grants employment preference to shareholder of NANA, their spouses and descendants to the extent allowed by law.

Accommodation Requests for Job Seekers with a Disability. If you are a job seeker with a disability and require accessibility assistance or an accommodation for any part of the employment process, contact us at recruiting@nana.com or 1-800-478-2000.

Default: Location : Location US-HI-Honolulu

Job ID 2025-19036

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