Administrative Assistant Kona

Summary:

The Branch Administrator is responsible for overseeing the day-to-day administrative operations of branch or office. They ensure efficient functioning of administrative tasks, support staff members, and maintain effective communication between various departments. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Essential Functions:

· Provide administrative support to staff members, including answering phones, responding to emails, and managing schedules.

· Maintain office supplies, equipment, and facilities. Ensure cleanliness and organization of the office space.

· Maintain accurate records and databases, including client information, and financial records.

· Communication: Facilitate communication between different departments and branches.

· All completed worksheets must be emailed or faxed to the inventory manager in Oahu for approval prior to salesperson quoting prices to customers.

· Make sure all the proper documentation is completed and forwarded to Oahu for equipment orders shipped directly to Hilo.

· Post receiving information in the Unit screen upon receipt of equipment from mfg or branch transfers.

· Complete all warranty documentation for the registration of sold machines.

· Assist Sales staff with the submittal of documents required for credit approvals and any other documents required for equipment customers.

· Assist Branch Manager with any other sales or rental function as required.

· Assist Branch Manager with the processing of receiving documents with the vendor invoices as required.

· Assist in annual parts and equipment inventory.

· Post vendor invoices. Check with parts if there are discrepancies with receiving reports.

· When equipment comes in ensure freight bill is accurate and charged to unit, be sure Serial number is on packing slip.

· Make sales deposits.

· Assist with client inquiries, resolve customer complaints, and ensure high levels of customer satisfaction.

· Assist with basic financial tasks such as processing invoices, preparing expense reports, and managing petty cash.

· Maintain service on all rental units.

· Maintain rental availability/status, rental boards, rental worksheet.

· Close work orders

· Complete rental billing on a daily/weekly/monthly basis based on contract length.

· Creating rental pre-check, and repair documents in a timely manner to Service Writer or Admin for scheduling.

· RDW log

· Create new cash rental accounts and run credit cards as needed.

· Process invoices for hauling, fuel and other invoices

· Ensure compliance with company policies, procedures, and regulations. Assist with audits and compliance checks as needed.

· Other duties as assigned.

Knowledge, Skills and Abilities:

· High school diploma or equivalent; additional education or training in administration or business management is preferred.

· Proven experience in an administrative role, preferably in a similar setting.

· Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook).

· Excellent communication and interpersonal skills.

· Ability to prioritize tasks and manage time effectively.

· Attention to detail and accuracy in record keeping.

· Ability to work independently with minimal supervision.

· Knowledge of basic accounting principles is a plus.

Job Type: Full-time

Pay: $20.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $20 - $30