OM - Administrative Assistant - Okinawa

Job Details

Job Location:

Dripping Springs, TX 78620

Salary Range: $11.06 - $11.06 Hourly

Administrative Assistant – Operations & Maintenance (O&M)

Location:

U.S. Naval Hospital Branch Clinics, Okinawa, Japan

Department:
Operations & Maintenance (O&M)

Reports To:

Contract Maintenance Manager

Position Type:
Full-Time

The Administrative Assistant provides administrative, work control, documentation, translation, and coordination support for the Operations & Maintenance (O&M) contract supporting U.S. Naval Hospital Branch Clinics in Okinawa, Japan. This position works closely with HHS management, maintenance personnel, subcontractors, and Government representatives to support the timely execution and documentation of preventive maintenance (PM), unscheduled maintenance, repairs, and other facility requirements.

The Administrative Assistant plays an important role in maintaining accurate maintenance records, tracking work order status, coordinating subcontractor schedules, and ensuring documentation is organized and readily available to support contract requirements and healthcare facility inspections, including Joint Commission surveys.

• Perform daily administrative and clerical duties in support of the O&M management and maintenance teams.
• Answer and route incoming telephone calls, messages, and maintenance-related inquiries to the appropriate personnel.
• Prepare, organize, maintain, and file correspondence, reports, maintenance records, schedules, and other contract documentation.
• Assist the Project Manager, Facility Manager, and maintenance personnel with routine administrative requirements.
• Maintain organized electronic and hard-copy filing systems to ensure records can be quickly retrieved when requested.
• Assist with preparation of meeting materials, reports, spreadsheets, schedules, and other administrative documents.
• Maintain professional communication with Government personnel, subcontractors, vendors, and HHS employees.

• Receive, process, distribute, and track preventive maintenance and unscheduled maintenance work orders.
• Maintain accurate work order logs and monitor work orders from initial receipt through completion and closeout.
• Coordinate with technicians and supervisors to obtain status updates on open work orders.
• Identify overdue, aging, or incomplete work orders and communicate status to O&M management for follow-up.
• Review completed work order documentation for administrative completeness, including dates, labor information, maintenance actions, and other required supporting documentation.
• Assist management with tracking PM completion rates, outstanding work, and other contract performance requirements.
• Maintain records necessary to demonstrate completion of required facility maintenance activities.

• Organize and maintain preventive maintenance and repair documentation in support of Joint Commission survey and healthcare facility compliance requirements.
• Ensure completed maintenance work orders and supporting records are properly filed and readily retrievable for Government reviews, audits, inspections, and Joint Commission surveys.
• Assist management in identifying missing or incomplete maintenance documentation and coordinate with appropriate personnel to obtain corrections.
• Support preparation of maintenance records and documentation requested during inspections, surveys, or Government quality assurance reviews.
• Maintain accurate and orderly historical maintenance records in accordance with contract and facility requirements.

• Maintain and track subcontractor preventive maintenance, inspection, repair, and service schedules.
• Coordinate with subcontractors and HHS management regarding upcoming scheduled maintenance activities and site access requirements.
• Track subcontractor service dates, required frequencies, completed work, outstanding documentation, and upcoming maintenance requirements.
• Follow up with subcontractors regarding service reports, inspection reports, maintenance records, and other required closeout…