Administrative Assistant, Facilities Maintenance - Honolulu, HI (Honolulu)

The Maintenance Administrative Assistant provides essential administrative and clerical support to the Facilities Maintenance Department. This role ensures the efficient operation of maintenance systems and processes by assisting with various tasks. The ideal candidate should be detail-oriented, organized, and capable of managing multiple tasks simultaneously while meeting deadlines. Strong communication and organizational skills, as well as proficiency in Microsoft Office and maintenance management systems, are key to success in this position. If interested, apply today at www.nmsusa.com ! Responsibilities: Provide administrative support for facilities maintenance projects and teams. Process subcontractor invoices and ensure timely, accurate payment processing. Create and prepare reports, correspondence, graphs, charts, and statistics to support maintenance activities. Review credit card reports for accuracy, ensuring correct coding and appropriate documentation. Track and manage subcontractor insurance certificates, ensuring all subcontractors maintain appropriate, up-to-date coverage. Prepare and review Individual Contractor Agreements (ICAs) for accuracy and compliance. Maintain accurate records of labor, material, subcontractor, and equipment costs to support accurate billing. Assist with scheduling maintenance work and effectively communicate work schedules to both internal and external customers. Arrange travel and hotel accommodation for staff as required. Generate and update database reports for tracking maintenance projects, status updates, and related activities. Assist with the maintenance and updates to the Computerized Maintenance Management System (CMMS). Perform other duties as assigned by the NMS Director of Operations or senior staff. Qualifications: A High School Diploma or GED equivalent. Three (3) years related administrative experience. Ability to pass a security background check and receive a SIDA clearence. A valid Driver’s License and an acceptable driving record for the past three (3) years to be eligible under NMS’ vehicle insurance policy. Must be fluent in speaking, reading, and writing English. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and MS Outlook). Strong organizational skills and the ability to manage multiple tasks efficiently and effectively. Excellent communication skills, both written and verbal, with a professional and friendly demeanor. High attention to detail, particularly in preparing and reviewing reports, invoices, and data. Ability to work both independently and collaboratively in a fast-paced, team-oriented environment. Ability to quickly learn new software systems and adapt to changing requirements. Preferred: Knowledge of maintenance operations in an airport or large facility environment is a plus. Previous experience with Computerized Maintenance Management Systems (CMMS) is highly desirable. Knowledge of OSHA’s rules/regulations for both maintenance & construction.