Facilities Administrative Specialist

REHAB Hospital of the Pacific; Honolulu (HI); On-site; USD 25,000 - 37,000; Full time

Job summary

REHAB Hospital of the Pacific is seeking a Facilities Administrative Specialist to support the Facilities team in Honolulu, HI. The role provides essential administrative support across Safety, Security, Plant Operations, Procurement, PBX/Communications, and more, ensuring smooth department function and courteous service to patients, families, and staff.

Responsibilities include managing the Facilities Work Order system, preparing monthly reports, assisting with budgets and invoices, inventory

Qualifications

• High School diploma or equivalent with 2+ years in an office setting.
• Proficient in word processing, data entry, spreadsheets, and presentations.
• Strong customer service and communication skills.

Responsibilities

• Manage Facilities Work Order system and prioritize requests.
• Produce monthly reports on work hours and utility usage.
• Assist with budgets, invoices, and purchasing.
• Oversee ordering and inventory of office supplies.

Skills

Word processing

Data entry

Spreadsheet modeling

Slide presentations

Calendar management

Email filtering

Video conferencing

Customer service

Communication skills

Education

High School diploma or equivalent

Associate degree

Tools

Microsoft Office Suite

Google Workspace

Job description

Position Title: Facilities Administrative Specialist

Classification: Non-exempt

Department: Facilities

Reports To: Facilities Manager

POSITION SUMMARY: The Facilities Administrative Specialist will be responsible for maintaining daily reports and assisting with a variety of support in the facility. This role provides essential administrative support across several departments, including Safety, Security, Capital Projects, Plant Operations, Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom, and PBX/Communications. Provides ongoing support to the Manager of Facilities and the leadership team to help ensure that all departments function smoothly. This role may also assist to ensure that patients, their families, and hospital staff receive efficient, courteous, and professional telecommunications services. Assists in the management of the hospital's switchboard, directing calls to appropriate departments while maintaining a friendly and helpful demeanor. Additionally, coordinates emergency responses by adhering to established protocols and security regulations. Your commitment to providing high-quality, comprehensive, and innovative inpatient and outpatient rehabilitation services will be essential to your success in this role.

Wage Range: $17.78/hour - $26.67/hour. The actual wage is dependent on the applicant's relevant experience and qualifications for this position. The wage range for this position may be subject to change in the future depending on a variety of factors such as market conditions, business needs, legal developments, and other appropriate factors.

REQUIRED QUALIFICATIONS:

• Certification/Licensure: Completion of competencies and other job-related and REHAB requirements.
• Education: High School diploma or an equivalent combination of education and two (2) or more years of experience in an office setting.
• Skills/Experience: Proficient in word processor, data entry, spreadsheet modeling, and slideshow presentation. Strong aptitude for navigating digital calendars, managing email filters, and conducting video conferencing. Two (2) years of customer service and effective communication skills.

PREFERRED QUALIFICATIONS:

• Certification/Licensure: Valid State of Hawaii driver’s license
• Education: Associate degree or equivalent combination of education and two (2) or more years of experience in an office setting.
• Skills/Experience: Proficient in Microsoft Office Suite and Google Workspace

CORE VALUES Our team models REHAB’s core values H.E.A.R.T. in daily actions. Honesty – Speak and act with truth and respect. Engagement – Embrace and commit to our mission, vision and values. Aloha – Serve others with a spirit of kindness and compassion. Resilience – Rebound and recover with a sense of urgency. Teamwork – Work together for success.

ESSENTIAL JOB FUNCTIONS Manages the Facilities Work Order request program. Prints pending department work requests, prioritizes, organizes and schedules incoming assignments to assure timely completion. Closes work requests when completed. Follow up with assigned staff on the status of open work order requests. Tracks, graphs and trends number of work hours by individual Plant Operations staff and provides monthly reports of completed and outstanding work orders to Facilities leadership team. Generates monthly utilities usage spreadsheets. Coordinates vendor services. Assists in the preparation and monitoring of departmental budgets, facilitates the processing of invoices and purchase orders, and ensures the accurate tracking of operational expenditures. Oversees the ordering, stock control, and inventory management of office supplies and facility equipment. Uses sound judgment and ensures patient safety. Follows and adheres to all organizational and departmental policies and guidelines, code of conduct, and REHAB employee handbook Performs other duties as assigned.

PROFESSIONALISM AND COMPLIANCE COMPETENCIES Maintain a high level of proficiency in the following REHAB competencies.

• Job Knowledge
• Accountability
• Communication and interpersonal/relationship building skills
• Adaptability and Problem Solving, Decision Making
• Organization and Project Management

EQUIPMENT, TOOLS, WORK AIDS USED Office equipment, including telephone, computer and multifunction devices (MFDs).

• Google’s G Suite, report writer and database software.

REHAB Hospital of the Pacific (REHAB) is Hawaii's only premier, acute-care rehabilitation hospital dedicated to providing high-quality, comprehensive and innovative inpatient and outpatient rehabilitation services. Our clinical team of comprehensive rehabilitation experts and specialized programs serve individuals with physical and cognitive disabilities from injury or disease, including stroke, traumatic brain injury, spinal cord injury, complex orthopedics, chronic pain and more.