Facilities Administrative Specialist

Position Title

Facilities Administrative Specialist

Non‑exempt

Facilities

Facilities Manager

The Facilities Administrative Specialist will be responsible for maintaining daily reports and assisting with a variety of support tasks within the facility. This role provides essential administrative support across multiple departments, including Safety, Security, Capital Projects, Plant Operations, Groundskeeping, Environmental Services/Laundry, Procurement Services/Mailroom, and PBX/Communications. The specialist offers ongoing support to the Manager of Facilities and the leadership team to help ensure all departments function smoothly.

Assists in managing the hospital’s switchboard, directing calls to appropriate departments while maintaining a friendly and helpful demeanor. Coordinates emergency responses by adhering to established protocols and security regulations.

$17.78/hour – $26.67/hour (dependent on experience and qualifications; subject to change).

Certification/Licensure: Completion of competencies and other job‑related and REHAB requirements.

Education: High School diploma or equivalent, plus 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.

Certification/Licensure: Valid State of Hawaii driver’s license.

Education: Associate degree or equivalent, plus two (2) or more years of office experience.

Skills/

Experience:

• Proficient in Microsoft Office Suite and Google Workspace.

• 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.

• Manage the Facilities Work Order request program: print pending requests, prioritize, organize, and schedule assignments to ensure timely completion.
• Close work requests when completed and follow up on open requests.
• Track, graph, and trend work hours for Plant Operations staff and provide monthly reports to leadership.
• Generate monthly utilities usage spreadsheets.
• Coordinate vendor services and assist in budget preparation and monitoring.
• Facilitate processing of invoices and purchase orders, ensuring accurate tracking of operational expenditures.
• Oversee ordering, stock control, and inventory management of office supplies and facility equipment.
• Use sound judgment and ensure patient safety, following all policies and guidelines, code of conduct, and the employee handbook.
• Perform other duties as assigned.

• Job Knowledge
• Accountability
• Communication and interpersonal/relationship building skills
• Adaptability and problem solving, decision making
• Organization and project management

• Office equipment including telephone, computer, and multifunction devices (MFDs).
• Google’s G Suite, report writer, and database software.