Support Specialist II

hmsacareers; Honolulu (HI); On-site; USD 36,000 - 48,000; Full time

Job summary

HMSA Careers in Honolulu seeks an adaptable administrative support specialist to process service requests, coordinate room setups, and manage equipment loans with accuracy. You will also assist with inventory, records, and timely communications across departments.

The role emphasizes professional service, attention to detail, and teamwork in a fast-paced environment on site in Hawaii.

Qualifications

• High school diploma or GED; 1 year of related work experience preferred.
• Experience in operational, customer service or facilities support roles.
• Good verbal and written communication skills.
• Basic computer and MS Office proficiency.

Responsibilities

• Fill customer requests for services across operational support functions.
• Assist with audio/visual equipment loans, setup, and support.
• Maintain records of service requests and inventory.
• Coordinate with internal departments and vendors to resolve needs.
• Support improvement projects and workflows as assigned.

Skills

Customer service

Verbal communication

Written communication

Interpersonal skills

Organization

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

1. Fill customer requests for services across a variety of operational support functions, including:
   • Audio/visual equipment loans, setup, and support.
   • Confidential document recycling and secure disposal services.
   • Facilities management support and coordination.
   • Internal pickup and delivery services.
   • Inventory tracking, management, and replenishment.
   • Meeting room scheduling, setup, and management.
   • Modular furniture space reconfiguration, installation, and construction
   • Purchasing support, including procurement and order fulfillment.
   • Records and archive box management, storage, retrieval, and disposition.
   • Special events planning, setup, logistics, and operational support.
   • Vehicle fleet management, maintenance, coordination, and utilization tracking.
   • Vendor receiving, inspection, and coordination of incoming deliveries.
   • Provide timely and professional customer service by completing requests accurately and in accordance with established procedures and service standards.
   • Coordinate with internal departments, vendors, and stakeholders to ensure efficient delivery of services and resolution of customer needs.
   • Maintain accurate records and documentation related to service requests, inventory, assets, and operational activities.
   • Perform all assigned duties with a high level of professionalism, integrity, and attention to detail.
   • Set a positive example for team members through strong work ethic, productivity, quality, and attitude.
   • Service, maintain, troubleshoot, and repair equipment in accordance with manufacturer specifications and company standards.
   • Adhere to established workflows, processes, and procedures to ensure work is completed accurately, efficiently, and cost-effectively while meeting company requirements and deadlines.
   • Utilize approved forms, systems, and tools to maintain accurate documentation in support of operational, retention, regulatory, and audit requirements.
   • Maintain an organized work environment, including equipment, tools, and records, to ensure continuity of operations and enable team members to provide assistance when needed.
   • Promote teamwork and operational efficiency through effective communication, collaboration, and knowledge sharing.

2. Assist with Improvement Projects

   • Support continuous improvement initiatives by implementing recommended operational enhancements and best practices.
   • Evaluate and provide feedback on the effectiveness and efficiency of new processes, procedures, and workflow improvements.
   • Collaborate with team members and management to support project planning, execution, and task management activities.
   • Communicate project updates, challenges, and recommendations in a clear and timely manner.
   • Identify opportunities for process improvements that enhance productivity, quality, safety, and operational efficiency.
   • Assist in the development, documentation, and implementation of process improvement strategies and standard operating procedures.
   • Contribute to continuous improvement initiatives by sharing knowledge and process improvement ideas.

3. Other duties as assigned, including but not limited to:

   Perform other duties and responsibilities as assigned in support of departmental and organizational objectives

1. High school diploma or General Education Development (GED) certificate, and one (1) year of related work experience; or an equivalent combination of education, training, and experience.
2. Experience performing operational, customer service, facilities support, maintenance, or related functions in a professional work environment.
3. Effective verbal and written communication skills.
4. Basic customer service and interpersonal skills.
5. Basic working knowledge of Microsoft Office applications, including but not limited to Word, Excel, Outlook, and PowerPoint.
6. Ability to use email, web-based applications, and document management systems to perform assigned duties.
7. Must possess and maintain a valid driver's license and an acceptable driving record, as evidenced by a driver's abstract that meets departmental qualifications and company requirements for operating company vehicles.