HOLO Operations Coordinator

• August 12, 2024

Job Description

This is a full-time, salary position located in Honolulu, Hawaii. This position requires a diligent and dependable individual with flexibility to perform several job functions. Reporting directly to the HOLO Senior Project Manager – Asset Management Manager, the “HOLO Operations Coordinator” will work with the senior project manager, program manager, customer service and service desk personnel, and external stakeholders to support all asset management functions and requirements of UHT’s various contracts.

The scope of this role would be broad based and include, but may not be limited to the following areas and responsibilities:

Essential Duties 

• Inventory Management Tasks
  • Ensure all assets are accounted for and properly documented in Maximo, Jira and/or other inventory control systems as required
  • Manage special inventory projects as directed
  • Assist asset management manager in providing asset management status reports on a weekly and monthly basis
  • Ensure all part replacements are properly documented in required systems
  • Validate all physical inventory (Spares) and validate final numbers against billing of materials
  • Move all inventory to warehouse, put on shelves, organize, label
  • Monitor and track spares locations
  • Pick up red tagged items (damaged) from all locations as needed
  • Send red tagged items to INIT using the INIT RMA system – track, report and billing
  • Work Jira inventory tickets to completion
  • Provide oversight to ensure service desk has RSTs ready to be deployed / installed
  • Ensure regular reporting on inventory possible – available, spares levels, issues, out for repair
  • Ensure inventory data is always up to date for last minute, ad-hoc reporting requests
  • Deliver spare parts as needed
• Card Media Management Tasks
  • Move, verify, and update inventory as required 
  • Support inventory reporting requirements as needed
  • Print and add stickers to HOLO cards as needed
• Quality Assurance
  • Provide quality assurance support for program software updates, marketing materials, documentation, and communications to ensure the overall quality for deliverables
  • Support UAT (User Acceptance Test) level verification test plans
  • Manage and coordinate testing activities
  • Identify new areas within the program requiring additional quality assurance support and coordinate QA integration
• Standard Operating Procedures (SOP)
  • Maintain existing SOPs
  • Manage the creation, review and approval of new required asset management SOPs
  • Assist other departments with SOP creation, review and approval as required
  • Maintain master SOP list and SOP Tracker Spreadsheet
• Administrative duties
  • Provide SharePoint administration to ensure all SharePoint sites are accessible, organized and maintained
  • Maintain the Asset Management department calendar
  • Provide proofreading for all critical written communications
  • If needed, manage all aspects of the primary Ulu HI-Tech HOLO office which includes but is not limited to ensuring secure access, ensuring a clean and orderly workspace, handling requests for office supplies, office workspaces, and office equipment
  • The use of the company car to pick up supplies
  • Facilitate scheduling and use of any common office areas
  • Administrative duties such as creating and modifying change approvals, Doc files, Excel sheets, PDFs and any other documents requested.

Required Qualifications 

• Extremely detail oriented
• Extremely organized
• Strong documentation, editing and proofreading skills
• Excellent writing skills
• Excellent interpersonal and oral communication skills
• Excellent problem-solving skills
• Strong ability to pivot direction based on shuffling and competing priorities
• Ability to successfully maintain and make progress on multiple assignments and ad-hoc requests simultaneously
• Aptitude for basic software applications, specifically Microsoft Office

Preferred Qualifications

• An understanding of the key principles inventory management, supply and demand management, etc.
• Ability to learn inventory and other systems such as Maximo, MMIS, and VASA
• Experience with productivity tools such as Microsoft Word, Excel, Outlook, SharePoint, Teams
• Ability to work independently or in teams

Education/Certifications

• Bachelor’s degree or equivalent experience preferred

Requirements

• Ability to work onsite and remotely
• Infrequently requires lifting and moving of office supplies, furniture, equipment, and boxes weighing up to 25 lbs. (assistance will be provided for heavy objects)
• Requires the ability to work at multiple locations in Hawaii and travel to those locations within the same day.
• A valid driver’s license is required.

Note: The above information in this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Please email a cover letter and your resume to [email protected] to apply.