OM - Administrative Assistant - Okinawa

Job Details: Job Location: Okinawa - Dripping Springs, TX, Salary Range: $11.06 - $11.06Hourly, 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

Position Summary

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.

Essential Duties and Responsibilities

Administrative Support

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.

Work Order Administration & Tracking

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.

Joint Commission & Maintenance Documentation

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.

Subcontractor Coordination & Scheduling

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 documentation.
Assist management in ensuring subcontracted maintenance activities are completed within required contract frequencies and timeframes.
Maintain subcontractor scheduling calendars and provide advance notification of upcoming maintenance requirements to appropriate personnel.

Japanese/English Translation & Communication Support

Provide Japanese-to-English and English-to-Japanese interpretation during meetings, maintenance discussions, site visits, and job-site coordination activities.
Assist HHS personnel in communicating technical and administrative information with Japanese subcontractors, vendors, technicians, and other local personnel.
Translate routine correspondence, maintenance documentation, schedules, service reports, and other information between Japanese and English as required.
Support communication between English-speaking and Japanese-speaking personnel to ensure maintenance requirements, schedules, safety concerns, and work expectations are clearly understood.
Accompany management or maintenance personnel to job sites when interpretation assistance is required.

Qualifications

Required

High school diploma or equivalent.
Previous administrative, office support, or coordination experience.
Ability to communicate effectively in both Japanese and English, verbally and in writing.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Ability to maintain accurate electronic and hard-copy records.
Strong attention to detail, particularly when processing maintenance documentation and work orders.
Ability to communicate professionally with Government representatives, employees, subcontractors, and vendors.
Ability to work effectively in an active facilities maintenance and healthcare environment.
Ability to handle sensitive contract and facility information professionally and appropriately.

Preferred

Previous experience supporting a U.S. Government, Department of Defense (DoD), healthcare, facilities maintenance, or O&M contract.
Experience with computerized maintenance management systems (CMMS) or electronic work order management systems.
Experience processing preventive maintenance and corrective/unscheduled maintenance work orders.
Familiarity with Joint Commission documentation or healthcare facility maintenance requirements.
Experience coordinating Japanese subcontractors or service vendors.
Familiarity with U.S. military installations or U.S. Government contracting environments in Japan.

Knowledge, Skills & Abilities

The successful candidate should possess:

Strong administrative and organizational abilities.
Excellent Japanese and English communication skills.
Ability to accurately translate conversations in both office and field environments.
Ability to track multiple maintenance activities, work orders, and subcontractor schedules simultaneously.
Strong follow-up skills and the ability to identify approaching deadlines or overdue requirements.
Ability to work independently while supporting a multidisciplinary maintenance team.
Professional judgment and discretion when interacting with Government customers and contract personnel.
Ability to learn maintenance terminology, equipment nomenclature, and basic facility O&M processes.
Ability to maintain accurate records in an environment where documentation is critical to contract compliance and healthcare accreditation requirements.

Working Environment

Work is primarily performed in an administrative office within or supporting U.S. Naval Hospital Branch Clinic facilities. The employee may periodically accompany management, technicians, subcontractors, or Government personnel to mechanical rooms, equipment spaces, rooftops, exterior areas, and other facility locations to provide translation or administrative support.

The position requires regular interaction with maintenance technicians, Government representatives, subcontractors, vendors, and management personnel.

Position Objective

The primary objective of the Administrative Assistant is to provide reliable administrative and coordination support that allows the O&M team to efficiently execute facility maintenance requirements while maintaining accurate, organized, and audit-ready documentation. The position serves as an important administrative and communication link between HHS management, maintenance personnel, Japanese subcontractors, and the Government customer in support of safe, reliable, and compliant healthcare facility operations.

 
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