Welcome to Holitna, a dynamic company servicing federal government health care facilities around the world. Here you’ll find more than a job. You’ll find a fast-paced, high-flying team for unique people that want to be at the epicenter of servicing the facilities that take care of our active-duty military and veterans.
The Labor Scheduler/ Administrative Assistant, is a full-time position within Holitna team that services Northern California’s VA Healthcare Facilities and will provide day to day labor scheduling of our Installation team to the Project Manager. The ideal candidate for this position has exemplary planning and time management skills and can organize and manage calendars, keeping scheduling operations running smoothly and efficiently. Excellent written & verbal communication skills are required.
Responsibilities could include, but are not limited to:
- Reports to, and provides administrative assistance to, Holitna’s Senior Program Manager overseeing the VA Project.
- Responsible for proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, installations (internal and external).
- Arranges and schedules numerous installations; maintains and updates calendar; determines importance of meeting requests and schedules accordingly; demonstrates flexibility, patience and persistence in routinely rescheduling installations
- Serves as first-line of defense with high volume of phone & email communications
- Arranges product deliveries including comprehensive and detailed itineraries
- Provides a bridge for smooth communication; demonstrates leadership to maintain credibility, trust and support with senior management staff
- Responsible for excellence in complex installation preparation (building protection, dollies, other installation equipment etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items.
- Coordinates on-boarding and off-boarding employees and sub trades, including hardware installation request/repair, space planning, etc.
- Manages department files, including electronic document systems, intranet web sites, and web-based project management tools
- Creates and edits presentations, agendas, spreadsheets, communications, databases, reports and budgets.
- Prioritizes and tracks deliverables, manages project timelines, deadlines and requests
- Participates in installations, takes notes and disseminates information to relevant stakeholders, including weekly email updates
- Responsible for drafting and editing correspondence
- Manages special projects as designated, assists other department members as necessary, and acts as back up for other assistants on team
- Performs other duties as assigned and assists with special projects as needed.
Qualifications/Requirements
- 3+ years’ experience as a scheduler
- Must be available to respond to VA emails and phone calls M-F 8:00AM – 4:00PM Pacific Time
- Strong interpersonal skills, including a professional phone manner and in-person presence
- Proficient with Microsoft Office programs including Outlook, Word, and Excel with advanced knowledge of PowerPoint
- Experience using PlanGrid considered a plus
- Ability to work and maintain confidential information
- Experience taking detailed notes and extracting action items
- Ability to understand priorities and adjust installations and content appropriately
- Must be able to pass a drug test
- Must be a US Citizen or legally permitted to work in the USA
- Must be able to pass a background check
Desired Characteristics
- Self-starter, who is organized with strong decision-making capability, ability to follow through without supervision and strong emotional maturity
- Adaptable to various competing demands, and demonstrates the highest level of customer service and response
- Superior organizational and administrative skills with ability to multi-task and prioritize work
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Must have professional polish and ability to interface with high level executives
- Highly resourceful team-player, with the ability to also be extremely effective independently
Benefits Include:
401(K) Plan with Employer Match, Health Insurance (medical, dental, and vision), Paid PTO, Flexible Spending Accounts (Health and Dependent Care), Life insurance, Short term and long-term disability, Full Holiday Schedule and more.
This company, its subsidiaries, and joint ventures will provide equal employment opportunities to all persons and prohibits employment decisions based on race, religion, color, creed, national origin, sex, age, disabling condition, political affiliation, protected veteran’s status, or sexual orientation. All selection, hiring, and promotion decisions will be based on valid job-related requirements consistent with performance of the essential functions of the position. This policy is in keeping with Executive Order 11246, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, Sections 503 and 504 of the Rehabilitation Act of 1973, the Civil Rights Restoration Act of 1988, the Vietnam Veterans Readjustment Assistance Acts, as amended, and other applicable federal and state laws. Pursuant to PL 93-638, as amended, preference may be given qualified to the Corporation’s Shareholders, including their spouses and descendants, during the hiring process to the maximum extent permitted by law.