Office Coordinator

JOB SUMMARY

Under the daily/routine supervision of the Supervisor, Administration – East Hawaii, performs a variety of administrative duties and support.

MAJOR RESPONSIBILITIES/ESSENTIAL JOB FUNCTIONS

1. Coordinates, develops and implements general office activities for the effective and systematic processing of data and paper for East Hawaii (Hilo) Division.
2. Provides administrative support. Completes tasks relevant to overall East Hawaii (Hilo) Division office administration/Operations support including, but not limited to:
   1. Handling all incoming calls to the Division; receives call, transfers to appropriate employee, takes message, or attempts to resolve issues within scope of knowledge and authority.
   2. Receiving and docketing incoming mail.
   3. Organizing and maintaining files and logs to include compliance training records, truck files, customer information.
   4. Processing invoices, expense reports, p-card statements and bad debt reports.
   5. Accurately preparing routine forms, memoranda and other business correspondence and documents.
   6. Composing routine correspondence and other documents.
   7. Responding to outside requests with supervision and guidance from the Supervisor, Administration.
   8. Creates requisitions and makes direct purchase of office supplies and other materials as instructed; coordinates vendor services; reconciles procurement card summaries.
   9. Schedules delivery tickets and maintenance service orders for residential and commercial accounts. Inputs and prints all gas delivery tickets when needed and credit checks all delivery tickets and service orders prior to implementation.
3. Compiles, prepares or assists in preparing/analyzing various data and reports.
4. Assists other primary administrative support personnel from other departments in the Hawaii Island Division and may assume their duties in their absence.
5. Administers petty cash fund to include payment for meal allowance requests and per diem vouchers. Responsible for the administration and control of the Petty Cash Fund at East Hawaii Operations.
6. Performs as Bulletin Board Coordinator ensuring all mandated postings are properly posted and where applicable timely posted and removed; ensures that postings are authorized and removes those that are not.
7. Interacts with the general public and with all gas customers in a professional and courteous manner where required; assists them in resolving issues or refers them to the appropriate department.
8. Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.
9. Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
10. Complies with all applicable MIC and Hawaii Gas policies and procedures.

OTHER FUNCTIONS/RESPONSIBILITIES:

Performs all other related duties as instructed by supervisor/manager.

Required Education and/or Work Experience:

• Two-year business college degree with approximately three years’ administrative experience.
• Possesses good working knowledge of office procedures and practices.
• Demonstrated administrative and organizational competence.
• Strong computer skills in Microsoft Word, Excel, Access, and Power Point or comparable programs, with working knowledge of customer information and financial systems such as ORCOM and Great Plains.
• Good basic math skills and statistical typing.
• Proficient with all types of office equipment.

Preferred Education and/or Work Experience:

• Prior experience in a utility industry.

Required Licensure, Certification, Registration or Designation:

• Valid Hawaii Driver's license.

Communication/Competency/Skill Requirements:

• Must have excellent listening, speaking and interpersonal skills.
• Proven ability to deal effectively with callers and employees and perform effectively under stress and maintain balance.
• Must be of impeccable integrity and be disposed to provide customer service and handle sensitive/confidential information.
• Flexible and adaptable to changes within the position/department/company.
• Able to steward themselves in a professional and courteous manner to promote a harmonious working environment.
• Able to communicate professionally, courteously, and effectively utilizing standards means of communication within the workplace (i.e., verbal, written, e-mail, phone, text, etc.).

Working Conditions/Environment:

• Works indoors, primarily at the East Hawaii office. Job assignments may require work at other Hawaii Island locations.
• May be required to work overtime or report to work in emergencies.
• Able to perform all physical duties entailed by the “Working Conditions/Physical Requirements” assessment.

We are proud to be an EEO/Females/Minorities/Veterans/Disabled employer

We maintain a drug-free workplace and perform pre-employment substance testing

Qualified applications with criminal history will be considered for employment