Overview
The Administrative Assistant will provide administrative support to the Office Manager. Administrative Assistant will develop and implement a standardized filing and organizational system.
Benefits: ABM offers a comprehensive benefits package. For information about ABM's benefits, visit ABM 2025 Employee Benefits | Staff & Management (https://www.abm.com/wp-content/uploads/2025/ABM\2025\Employee\Benefits\Staff\&\Management_No%20Date%209.5.24.pdf)
Essential functions
Facilitate the implementation of filing and organizational system throughout all Janitorial departments at the center. Upon implementation, the Administrative Assistant will provide support to maintain and update these standardized and filing systems.
Provide calendar management to include creating meeting invitations, visitors' pre-clearance, and conference room reservations, disseminating information to meeting participants, arranging for catering services if needed and handle all communications with both internal and external sources.
Compose, edit, @type, and prepare documents to included letters, memos, forms, and transmittals, policies and procedures (including handling of confidential information).
Provide morning and evening reports to client and crew.
Develop and create project-standardized files, folders and systems.
With minimal direction compose correspondence in support of Office Manager.
Draft documents for review and implementation by the Office Manager.
Provide superior customer service to internal and external clients and customers in a professional, positive manner.
Provide telephone support to include answering, screening and processing telephone calls.
Maintain up to date call list.
Provide administrative support to include proposal preparation (including Power Point and graphic packages) and prepare spreadsheets, graphs, and charts, and presentation materials.
Coordinate monthly department meetings, record and distribute meeting minutes.
Sort, open and prioritize mail both incoming and outgoing in support of the Office Manager.
Develop and maintain a standard filing system (hard copy and electronic).
Prepare, code and process check request, expense reports and invoicing. Obtain required approval signatures and submit to Accounts Payable.
Compile, organize and finalize other documents for signature and distribution.
Prepare weekly office supply order. Verify that all items are received and distribute as appropriate.
Review, create and maintain all filing systems for the Service Department.
Work and communicate effectively with all Managers and site Supervisors.
Perform special projects, as assigned.
Perform data entry in the work order systems and assign to the corresponding crew.
Create and track purchase orders in the accounting system.
Requirements
High school diploma or equivalent educational certificate required; bachelor's degree preferred
Bilingual: Spanish
Minimum of 2-3 years of relevant administrative support experience and or special projects experience
Strong organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines
Demonstrated ability to determine needs and achieve results without close supervision
Demonstrated ability to take initiative and lead projects
Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner
Superior verbal and written communication skills
Strong analytical skills
Ability to handle confidential information
Exhibits and champions excellence in work and willingness to embrace change
Ability to produce quality work in a consistent manner
Military and veteran friendly employer, veterans and candidates with military experience encouraged to apply
MOS Army: 51L; MOS AF: 3E131; MOS USCG: 1701; MOS USN: 3E1X1; MOS USSF: H190; MOS USMC: 1161
REQNUMBER: 110730
