OM - Administrative Assistant/Translator - Okinawa

Administrative Assistant / Translator

Location: Okinawa, Japan – Naval Hospital Okinawa Branch Clinics
Contract: Operations, Maintenance, Engineering, and Environmental (OMEE)
Department: Operations
Reports To: Contract Maintenance Manager (CMM), Timothy Lafser
Employment Status: Full-Time

Position Summary

HHS Government Services is seeking a qualified Administrative Assistant / Translator to support the Operations, Maintenance, Engineering, and Environmental (OMEE) contract supporting U.S. Naval Hospital Okinawa Branch Clinics throughout Okinawa, Japan.

The Administrative Assistant / Translator provides administrative, operational, and bilingual communication support to the Contract Maintenance Manager, Assistant Contract Maintenance Manager, maintenance personnel, subcontractors, vendors, and Government representatives.

This position serves as an important communication link between English-speaking and Japanese-speaking personnel and assists the management team with daily contract administration, maintenance documentation, scheduling, purchasing coordination, correspondence, records management, and other activities necessary to support successful contract performance.

Essential Duties and Responsibilities

Administrative Support

• Provide daily administrative support to the CMM, ACMM, Quality Control, Safety, and maintenance personnel supporting the OMEE contract.
• Prepare, organize, maintain, and distribute contract correspondence, reports, spreadsheets, meeting minutes, schedules, forms, and other administrative documentation.
• Assist with tracking preventive maintenance, unscheduled work, urgent work requests, service orders, inspections, deficiencies, and other maintenance activities.
• Maintain organized electronic and hard-copy contract records in accordance with company and Government requirements.
• Assist management with preparation of weekly and monthly status reports and other contract deliverables.
• Maintain employee, subcontractor, vendor, equipment, and operational records as assigned.
• Assist with data entry into Government and company information systems, including maintenance-management and administrative systems.
• Assist with scheduling meetings, site visits, inspections, subcontractor work, and maintenance activities.
• Prepare meeting agendas, document meeting minutes, and track assigned action items through completion.
• Assist management with employee onboarding documentation, access requests, identification requirements, training records, and administrative processing.
• Support preparation and processing of forms associated with installation access, CAC access, Government systems, and other contract requirements.
• Maintain office supplies and administrative materials and coordinate requests for additional supplies when required.

Translation and Interpretation

• Provide verbal interpretation between English and Japanese for meetings, telephone calls, maintenance discussions, subcontractor coordination, vendor communications, and other business activities.
• Translate written correspondence, quotations, invoices, technical documents, work descriptions, vendor information, emails, reports, and other documentation between English and Japanese.
• Assist HHS management and technicians when communicating with Japanese vendors, suppliers, subcontractors, facility personnel, and other local organizations.
• Assist Japanese-speaking vendors and subcontractors in understanding HHS administrative, scheduling, invoicing, safety, and work requirements.
• Ensure translations accurately communicate the meaning and intent of the original information.
• Maintain confidentiality when translating personnel, financial, contractual, or other sensitive business information.

Vendor and Subcontractor Coordination

• Communicate with Japanese vendors and subcontractors regarding scheduling, quotations, site access, material availability, deliveries, invoices, and work status.
• Assist in obtaining vendor quotations and supporting documentation for repairs, materials, equipment, and subcontracted services.
• Coordinate with Purchasing and contract management personnel regarding vendor documentation and procurement requirements.
• Assist with confirming subcontractor schedules and communicating site-specific requirements.
• Track vendor and subcontractor documentation and follow up on outstanding information as directed by contract management.

Contract and Maintenance Support

• Assist with tracking scheduled preventive maintenance and service-order activities at supported Branch Clinic locations.
• Assist maintenance personnel with locating documentation, equipment information, technical records, and historical maintenance information.
• Support documentation associated with completed maintenance work, including work tickets, photographs, inspection records, invoices, and completion documentation.
• Assist management with tracking Government requests, outstanding deficiencies, material requirements, and open action items.
• Support contract-management activities across multiple clinic locations throughout Okinawa.
• Assist with coordination of after-hours or emergency maintenance activities when required.
• Perform other administrative and contract-support duties assigned by the CMM, ACMM, or HHS management.

Minimum Qualifications

• High school diploma or equivalent required.
• Administrative, office-management, translation, customer-service, or related professional experience.
• Ability to communicate professionally in both Japanese and English.
• Ability to provide verbal interpretation and written translation between Japanese and English.
• Strong organizational and administrative skills.
• Proficiency with Microsoft Office applications, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft Teams
• Ability to prepare professional emails, correspondence, spreadsheets, reports, and administrative documents.
• Ability to manage multiple assignments and priorities in a fast-paced maintenance and facilities-management environment.
• Strong attention to detail and ability to maintain accurate records.
• Ability to communicate effectively with Government personnel, employees, subcontractors, vendors, and company management.
• Ability to maintain confidentiality of company, employee, Government, and contractual information.

Preferred Qualifications

• Previous experience supporting a U.S. Government, Department of Defense, healthcare, facilities-management, construction, or operations and maintenance contract.
• Previous experience working on a U.S. military installation in Japan.
• Experience supporting facilities maintenance, engineering, construction, or property-management operations.
• Experience working with Japanese vendors and subcontractors.
• Familiarity with maintenance-management systems, work-order systems, purchasing systems, or Government databases.
• Experience translating technical, engineering, construction, maintenance, or procurement terminology.
• College degree or formal education in business administration, English, Japanese, translation, or a related field.
• Professional business-level or higher English and Japanese proficiency.

Language Requirements

The position requires the ability to communicate effectively in both Japanese and English.

The employee should be capable of:

• Conducting routine business conversations in both languages.
• Providing verbal interpretation during meetings and maintenance discussions.
• Translating routine business and technical correspondence.
• Communicating professionally by telephone and email.
• Explaining administrative and operational requirements to Japanese vendors and subcontractors.
• Communicating vendor and subcontractor information accurately to English-speaking HHS management.

Knowledge, Skills, and Abilities

Successful candidates should demonstrate:

• Strong written and verbal communication skills.
• Professional customer-service skills.
• Excellent organizational and time-management abilities.
• Ability to work independently with limited supervision.
• Ability to prioritize competing requirements and meet deadlines.
• Strong computer and data-entry skills.
• Ability to maintain organized electronic records.
• Ability to understand and follow company policies and Government contract procedures.
• Ability to work effectively in a multicultural environment.
• Ability to communicate technical information clearly between Japanese and English speakers.
• Sound judgment and discretion when handling sensitive or confidential information.

Work Environment

The position primarily operates in an office and healthcare facility environment located on U.S. military installations throughout Okinawa.

The employee may occasionally be required to:

• Visit mechanical rooms, maintenance areas, clinics, warehouses, or construction/work locations.
• Travel between supported Naval Hospital Okinawa Branch Clinic locations.
• Coordinate with maintenance personnel during emergency or after-hours work.
• Work around maintenance and construction activities while complying with applicable safety requirements.

Physical Requirements

The employee must be able to:

• Perform routine office and computer work for extended periods.
• Communicate effectively by telephone, computer, and in person.
• Occasionally lift and carry office supplies, files, or equipment weighing up to approximately 25 pounds.
• Travel between contract-supported facilities as required.

Other Requirements

• Must be able to obtain and maintain required access to U.S. military installations.
• Must comply with all applicable HHS Government Services policies, Government installation requirements, safety procedures, security requirements, and contract-specific procedures.
• Must maintain a professional appearance and conduct when interacting with Government customers, employees, subcontractors, and vendors.
• Must possess or be able to obtain reliable transportation when required to travel between supported locations.
• Employment is subject to applicable background, access, and contract requirements.

Equal Employment Opportunity

HHS Government Services is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, or any other status protected by applicable law.