Administrative Coordinator

Pacific Shipyards International; Honolulu (HI); On-site; USD 42,000 - 56,000; Full time

Job summary

Pacific Shipyards International seeks an Administrative Coordinator to support the HR department, manage trainings (OSHA-10 Maritime, Audiograms, etc.), and ensure credentialing compliance for employees and subcontractors on government projects.

You will coordinate training logistics, maintain files, and assist with events while upholding confidentiality and professional standards in a dynamic maritime environment in Hawaii.

Qualifications

• Excellent written and verbal communication skills.
• Comfortable speaking to individuals and groups.
• Proficiency in Microsoft Office and able to learn new software.
• Ability to operate office equipment (printers, scanners, phones).
• Maintain confidentiality, diplomacy, and professionalism.
• Excellent organizational skills and attention to detail.

Responsibilities

• Coordinate and/or facilitate training sessions; organize scheduling and rooms.
• Interact with base personnel to facilitate security access for government projects.
• Track and coordinate security credentials for employees and subcontractors.
• Process access requests and notify stakeholders of approvals/denials.
• Submit Vessel Access List for Navy Projects to base personnel.
• Maintain accurate employee files and documentation.
• Answer questions from employees and managers; escalate complex issues.
• Maintain confidentiality of HR records and perform audits.

Skills

Microsoft Office

Education

High School Diploma or equivalent

Tools

Office equipment

Job description

Description: Position Title: Administrative Coordinator

Reports To: Human Resource Manager

FLSA Status: Non-Exempt

Position Summary:

This position will perform administrative tasks and services to support effective and efficient operations of the organization's human resource department. The Administrative Coordinator will facilitate various trainings such as OSHA-10 Maritime, Audiograms, and other trainings as the company deems necessary. The Administrative Coordinator will maintain credentialing compliance for Pacific Shipyards International and subcontractors and perform other administrative support functions as needed.

Pacific Shipyards International, LLC Expectations of Employee

• Is committed to the company values and adheres to all Pacific Shipyards' policies and procedures
• Perform duties of his/her job and as assigned by Management
• Maintain a positive and respectful attitude and conduct her/himself with integrity and in a polite, professional manner treating customers and co-workers courteously and respectfully
• Communicates regularly with Officers, Manager, & Supervisors about the different divisions and department's issues.
• Consistently be on time for work, meetings and appointments and deliver work projects by assigned due dates
• Maintain assigned work areas in a clean and orderly fashion
• Maintain and ensure the safety of all assigned equipment
• Perform all duties in conformance to appropriate safety and security standards
• Ability to handle multiple tasks and balance priorities
• Computer proficiency in Microsoft Office

Essential Duties & Responsibilities

• Coordinates and/or facilitates training sessions; organizes scheduling, reserves space for training, ensures that audiovisual equipment is available and operating, distributes materials.
• Interacts with third party organizations and base personnel to facilitate gaining security/installation access as required by jobs performed on applicable government projects.
• Will track, monitor, and coordinate security credentials for PSI employees and subcontractors and maintain and submit vessel access lists to government entities.
• Processes installation access requests for employees and subcontractors and tracks approvals/denials and notifies respective parties.
• Submits Vessel Access List for Navy Projects to corresponding base personnel.
• Maintains accurate and up-to-date employee files and documentation.
• Answers frequently asked questions from employees, managers, and subcontractors; refers more complex questions to appropriate senior-level HR staff or management.
• Maintains the integrity and confidentiality of human resource files and records.
• Performs periodic audits of employee files and records to ensure that all required documents are collected and filed appropriately.
• Provides clerical support to the HR department
• Assists with coordinating employee trainings.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Performs other duties as assigned.

Education/Training/Experience Requirement

• High School Diploma or equivalent
• Excellent written and verbal communication skills
• Comfortable speaking to individuals and/or with small and large groups. Ability to effectively communicate to employees and managers.
• Proficiency in Microsoft Office products and ability to learn and utilize other software applications
• Ability to effectively operate office equipment, to include desktop computers,
• calculators, printers, copy machines and telephones.
• Must adhere to the highest level of confidentiality, diplomacy, and professionalism.
• Excellent organizational skills and attention to detail.

Qualification/Requirement

• Must show proof of your legal right to work in the United States
• This position requires US Citizenship due to security clearance required for base access
• Must be able to successfully obtain a Transportation Worker Identification Credential (TWIC)
• Must be able to successfully obtain a Defense Biometric Identification System (DBIDS) Credential to gain access to federally controlled work sites
• All candidates must submit to and pass a post-offer drug screening and background check before employment begins. Failure to complete any of these steps will result in disqualification
• Valid State of Hawaii REAL ID-Compliant Drivers' License in good standing or a valid U.S. Passport in addition to a valid Hawaii Driver's License, if you do not have a REAL ID-Compliant Driver's License
• Candidates must have access to reliable transportation to get to work and other job sites on time for the start of a shift.

Additional Information

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description.

Browse Careers

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.