Administrative Support & Records Specialist

J&J Worldwide Services; Hawaii; On-site; USD 38,000 - 54,000; Full time

Job summary

J&J Worldwide Services in Hawaii is seeking an administrative support professional to assist daily department operations and provide backup to the Production Control Clerk. You will handle reception, records management, onboarding, and government reporting tasks with accuracy and discretion.

Qualified candidates have 2+ years in office admin, solid skills in Word/Excel/Outlook, and strong organizational abilities.

Qualifications

• Two years of office administrative experience preferred.
• Experience with Microsoft Word, Excel and Outlook.
• Strong organizational skills.
• Experience using telephones, fax machines, copy machines, scanners and printers.

Responsibilities

• Provide reception services and greet visitors.
• Assist Project Manager with administrative support.
• Maintain employee records and upload documentation into UltiPro.
• Maintain safety files with electronic tracking of training and certifications.
• Upload licenses and certifications on site and electronically.
• Take meeting minutes and transcribe for distribution as required.
• Prepare and provide required reports to the government in accordance with SOW deliverables.
• Update unions with monthly changes, additions, and performances.
• Process invoices through Company's accounts payable system.
• Assist vendors with questions regarding information on invoices, documents & payments.
• Schedule interviews and provide management with necessary paperwork.
• Process backgrounds checks and pre-employment, and post-accident drug screens.
• In-process new employees and verify identification documents for I-9's in UltiPro.
• Assist new hires with Onboarding process.
• Prepare termination paperwork for Project Manager review and update UltiPro.
• Track employee performance (reprimands, written warnings, counseling, note to file).
• Perform data entry in UltiPro, DMLSS, CMMS and other Company or government software.
• Order office supplies in SmartsPro and distribute to departments.
• Perform scanning and copying of documents, sort and deliver mail.
• Schedule and coordinate annual medical testing.
• Assist Production Control Clerk with receiving, processing, and dispatching Help Desk work orders.

Skills

Organization

Communication

Attention to detail

Time management

Teamwork

Education

High School Diploma or equivalent

Tools

UltiPro

CMMS

SmartsPro

DMLSS

Job description

J&J Worldwide Services in Hawaii is seeking an administrative support professional to assist daily department operations and provide backup to the Production Control Clerk. You will handle reception, records management, onboarding, and government reporting tasks with accuracy and discretion.

Qualified candidates have 2+ years in office admin, solid skills in Word/Excel/Outlook, and strong organizational abilities.