Support Specialist II

Employment Type: Full-time, Non-exempt

Pay Range: $42,000 - $78,000 (Individuals typically begin between the minimum to middle of the pay range)

About the Role

Provide effective front-line operational support services for the Facilities Management Department. Utilize and continually expand job knowledge, technical skills, and operational expertise to independently fulfill a broad range of service requests. Identify opportunities to improve operational efficiency, maximize value to the Association, and mitigate operational risks. Serve as a resource by providing information and recommendations to management, as well as guidance and support to team members. This position directly impacts the timeliness, quality, efficiency, and cost-effectiveness of departmental operations while supporting HMSA's mission to improve the lives of our members and the health of Hawaii.

Responsibilities

• Fill customer requests for services across a variety of operational support functions, including:
  • Audio/visual equipment loans, setup, and support.
  • Confidential document recycling and secure disposal services.
  • Facilities management support and coordination.
  • Internal pickup and delivery services.
  • Inventory tracking, management, and replenishment.
  • Meeting room scheduling, setup, and management.
  • Modular furniture space reconfiguration, installation, and construction.
  • Purchasing support, including procurement and order fulfillment.
  • Records and archive box management, storage, retrieval, and disposition.
  • Special events planning, setup, logistics, and operational support.
  • Vehicle fleet management, maintenance, coordination, and utilization tracking.
  • Vendor receiving, inspection, and coordination of incoming deliveries.
• Provide timely and professional customer service by completing requests accurately and in accordance with established procedures and service standards.
• Coordinate with internal departments, vendors, and stakeholders to ensure efficient delivery of services and resolution of customer needs.
• Maintain accurate records and documentation related to service requests, inventory, assets, and operational activities.
• Perform all assigned duties with a high level of professionalism, integrity, and attention to detail. Set a positive example for team members through strong work ethic, productivity, quality, and attitude.
• Service, maintain, troubleshoot, and repair equipment in accordance with manufacturer specifications and company standards.
• Adhere to established workflows, processes, and procedures to ensure work is completed accurately, efficiently, and cost-effectively while meeting company requirements and deadlines.
• Utilize approved forms, systems, and tools to maintain accurate documentation in support of operational, retention, regulatory, and audit requirements.
• Maintain an organized work environment, including equipment, tools, and records, to ensure continuity of operations and enable team members to provide assistance when needed.
• Promote teamwork and operational efficiency through effective communication, collaboration, and knowledge sharing.
• Support continuous improvement initiatives by implementing recommended operational enhancements and best practices.
• Evaluate and provide feedback on the effectiveness and efficiency of new processes, procedures, and workflow improvements.
• Collaborate with team members and management to support project planning, execution, and task management activities.
• Communicate project updates, challenges, and recommendations in a clear and timely manner.
• Identify opportunities for process improvements that enhance productivity, quality, safety, and operational efficiency.
• Assist in the development, documentation, and implementation of process improvement strategies and standard operating procedures.
• Contribute to continuous improvement initiatives by sharing knowledge and process improvement ideas.
• Perform other duties and responsibilities as assigned in support of departmental and organizational objectives.

Requirements

• High school diploma or General Education Development (GED) certificate, and one (1) year of related work experience; or an equivalent combination of education, training, and experience.
• Experience performing operational, customer service, facilities support, maintenance, or related functions in a professional work environment.
• Effective verbal and written communication skills.
• Basic customer service and interpersonal skills.
• Basic working knowledge of Microsoft Office applications, including but not limited to Word, Excel, Outlook, and PowerPoint.
• Ability to use email, web-based applications, and document management systems to perform assigned duties.
• Must possess and maintain a valid driver's license and an acceptable driving record, as evidenced by a driver's abstract that meets departmental qualifications and company requirements for operating company vehicles.