Administrative Assistant (Hawaii Drilling & Pump Service) - Military veterans preferred

Application Instructions

We appreciate you choosing Hawaii Drilling & Pump Service for your future career opportunity. Please complete the online application and attach your resume. We will review your application and contact you regarding next steps.

Thank you,

HDPS. Recruiting Team

Position Summary

Hawaii Drilling & Pump Service is a dynamic and growing company dedicated to excellence in our field. Our team is comprised of talented individuals who are committed to delivering exceptional service to our clients. As we continue to expand, we are seeking a highly organized and proactive Administrative Assistant to join our team and contribute to our success.

Benefits

We offer full-time hourly non-exempt employees and their families, medical, dental and vision coverage, plus wellness incentives and limited paid sick leave, if eligible.

Essential Functions

As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office. You will be responsible for a variety of administrative tasks, including but not limited to:

• Processing vacation & sick leave reports
• Searching & downloading bids and preparing bids & attachments in collaboration with Project Managers
• Collecting Receipts
• Printing tax clearance certificates for bids
• Receiving and routing certified payroll
• Assisting with DOT Vehicle Registration/Safety Inspection updates
• Making copies, filing all correspondence into folders, and scanning required documents
• Setting up new folders and updating the filing system layout
• Ordering Forms (timesheets, timecards, new hire packet, expense envelopes)
• Onboarding/Setting up new employees into the system
• Refilling machines, maintaining cleanliness of office/conference room/waiting area, etc.
• Calculating/Verifying Timesheets/Cards, forwarding to PM's for approval
• Answering Phones, routing calls & updating phone log when changes occur
• Maintaining, monitoring, and purchasing postage when needed
• Preparing standard qualification questionnaires
• Booking all travel, car, and hotel reservations
• Scanning documents, making copies, and filing them into job folders
• Other administrative responsibilities as needed

Required Education, Experience, and Technical Knowledge

• Be able to work in the US without employer sponsorship
• Previous experience in an administrative role required
• Proficiency in Microsoft Office Suite
• Excellent organizational and time management skills
• Strong attention to detail
• Ability to prioritize tasks and meet deadlines
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team

We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.