Administrative Assistant

Bishop & Company, Inc.; Waipahu (HI); On-site; USD 34,000 - 45,000; Full time

Benefits offered by this job

Parking by street

Job summary

Bishop and Company is seeking a detail-oriented Administrative Assistant to support our Facilities & Logistics Department for our client in the Halawa location. This temporary full-time assignment runs up to 6 months and may end earlier based on operational needs.

The role involves processing invoices, purchasing, inventory management, scheduling, and vendor coordination, with a starting wage of $19 per hour. Parking is street parking available in Honolulu.

Qualifications

• High school diploma or equivalent.
• Minimum two years of office experience.
• Minimum two years of customer service or public-facing experience.
• Preferred Bachelor's degree from an accredited college or university.

Responsibilities

• Process purchase requisitions, purchase orders, and vendor invoices.
• Submit invoices to Accounts Payable with proper coding.
• Maintain organized electronic filing of contracts, invoices, and purchasing records.
• File invoices into designated shared folders.
• Track outstanding invoices and follow up with vendors as needed.
• Assist with project tracking spreadsheets and budget logs.
• Support vendor setup documentation, including W-9s and New Supplier Forms.

Job description

Administrative Assistant – Schedule: Monday–Friday, 9:00 AM–6:00 PM (as needed for operations) Occasional 6:00 AM start once per month for team meetings | Assignment: Temporary Full-Time (Up to 6 months; assignment may end earlier based on operational needs) | Pay: Starting at $19.00/hour (Higher rates may be considered based on experience) | Parking: Street parking available

Bishop and Company is seeking a detail-oriented and organized Administrative Assistant to support our Facilities & Logistics Department for our client in the Halawa location. This temporary full-time opportunity is ideal for an experienced administrative professional who enjoys working in a fast-paced environment while supporting purchasing, inventory, and departmental operations.

What You'll Do

• Process purchase requisitions, purchase orders, and vendor invoices
• Submit invoices to Accounts Payable with proper coding
• Maintain organized electronic filing of contracts, invoices, and purchasing records
• File invoices into designated shared folders
• Track outstanding invoices and follow up with vendors as needed
• Assist with project tracking spreadsheets and budget logs
• Support vendor setup documentation, including W-9s and New Supplier Forms

Inventory & Purchasing Coordination

• Monitor inventory levels for Facilities & Logistics supplies
• Order office, maintenance, housekeeping, and operational supplies
• Track distribution of keys, uniforms, equipment, and department assets
• Maintain inventory records and perform periodic audits

Department Operations Support

• Provide administrative support for ongoing facility projects
• Draft and post department communications and announcements
• Schedule meetings and coordinate calendars
• Record meeting minutes
• Update department intranet pages
• Assist with travel arrangements and reservations

Backup Administrative Coverage

• Provide front desk coverage as needed during scheduled times

Qualifications Required

• High school diploma or equivalent
• Minimum two (2) years of office experience
• Minimum two (2) years of customer service or public-facing experience

Preferred

• Bachelor's degree from an accredited college or university

Ideal Candidate

• Three (3) or more years of administrative experience
• Experience processing invoices and purchase orders
• Strong proficiency with Microsoft Word, Excel, and Outlook
• Excellent organizational and multitasking skills
• Professional communication skills with vendors and internal departments
• Ability to prioritize multiple assignments with minimal supervision
• Experience with inventory management or purchasing
• Experience supporting Facilities, Construction, Operations, or Healthcare departments is a plus

Physical & Work Environment

• Ability to sit and work at a computer for extended periods
• Keyboarding up to four hours intermittently
• Ability to occasionally lift, carry, push, or pull up to 35 pounds
• Indoor, air-conditioned office environment

Benefits

• Parking: Street parking available
• Bishop & Company offers its temporary and contract employees attractive, competitive benefits, including paid holidays, paid vacation, health insurance, and matching 401k plan for all those who qualify!

No relocation, In-state applicants only. Must be available to interview immediately.

Location: Honolulu, HI

Equal Opportunity Employer – Disability and Veteran