Procurement Administrative Coordinator

1. Administrative Assistance
   • Exercises good decision making and independent judgment in relieving the assigned leader of all administrative details, ensuring the most effective use of the leader's attention.
   • Maintains calendars for those assigned to maximize time efficiency, allow desk time, and schedule appointments with leaderships best interest in mind.
   • Handles sensitive, proprietary, and/or confidential information, including directing matters/issues/problems to appropriate parties for review and/or response.
   • Schedules and organizing conference calls and meetings for the leader as needed.
   • Ensures that materials for meetings are received on a timely basis and are relevant, complete, and accurate.
   • Preparing presentations, spreadsheets, and reports containing sensitive, proprietary and confidential information.
   • Exhibits resourcefulness, initiative and the ability to diplomatically yet effectively handle stressful situations including last minute unplanned needs and requirements, significant changes to scheduling or difficult internal or external callers or visitors.
   • Provides assistance during project planning and implementation.
   • Leads by example to instill a culture of engagement, accountability, professionalism, and innovation.
2. Office Coordination
   • Records minutes of meetings, check documents for accuracy and completeness, develop meeting agendas, correspondence, etc.
   • Organizes files, correspondence and other records. May include devising and improving filing and record-keeping systems and compiling a wide variety of standard and/or special reports.
   • Assists in preparation of budget and monitor monthly budget variances.
   • Compile management data and submit access requests for department colleagues.
   • May also include complex and non-routine assignments requiring independent problem-solving, deviation from standard procedures, and creativity.
   • Answers telephone in a professional manner, direct calls, take accurate messages.
   • Safeguards highly confidential information from unauthorized disclosure.
   • Receive sorts and distributes incoming mail, facsimile, etc. in a timely manner.
   • Schedules appointments; arrange travel schedule and reservations for department colleagues as needed.
   • Coordinates meetings, internally and externally; scheduling conference rooms, setting up, arranging for technology needs etc.
   • Assists managers in the administration and coordination of day-to-day operational projects.
   • Maintains inventory of supplies regularly to ensure availability of needed supplies. Prepare supply and purchase requisitions as needed. Handle invoices and cost allocation assignments.
   • Coordinates and schedules equipment repair and maintenance as needed. Liaison for building management including custodial staff to ensure proper cleanliness and sanitation of the premises.
3. Perform all other miscellaneous responsibilities and duties as assigned or directed.

#LI-Hybrid

Qualifications

1. Associates degree and one year of relevant experience; or an equivalent combination of education and work experience.
2. Effective written and verbal communication skills.
3. Demonstrated experience working with management/leadership.
4. Intermediate knowledge of Microsoft Office applications, including but not limited to Excel, Word, PowerPoint, and Outlook

Job Summary

Hybrid Work Environment - Must reside on Oahu

Pay Range: $47,500 - $88,000

Note: Individuals typically begin between the minimum to middle of the pay range

Acts as the primary administrative and operational support resource for Procurement leadership. The role coordinates department operations, supports procurement governance activities, assists with delegated procurement programs, prepares reports and presentations, coordinates meetings, and provides day-to-day administrative support to ensure efficient operation of the Procurement organization. This position plays a vital role within the department and has a wide variety of responsibilities, including:

1. Perform administrative support duties to assist the leadership of the department.
2. Coordinate external partner meetings including direct contact with external partners.
3. Assist management and staff in the day-to-day operational workflows.
4. Provide support with preparing and progressing projects.

The Administrative Coordinator must exercise good judgment in decision making, be willing to take initiative, and possess excellent oral and written communication skills. Handles details of a highly confidential and critical nature and must function efficiently and effectively both independently and as a member of a team.