Administrative Assistant - ABM Industries

Overview

Benefit Information:  

ABM offers a comprehensive benefits package.  For information about ABM’s benefits, visit Benefits for Staff & Management

Essential Functions:

• Facilitate the implementation of filing and organizational system.  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, 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, faxes, and transmittals, policies and procedures (including handling of confidential information).
• Develop and create project-standardized files, folders and systems.
• With minimal direction compose correspondence in support of Account Manager.
• Draft documents for review and implementation by the Account 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 Account 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.
• Visit and perform filing and administrative duties at each of the engineering office sites.
• Create and maintain files for Life Safety Systems, loss prevention systems and operating permits for each property.
• Review, create and maintain all filing systems for the Service Department.
• Work and communicate effectively with Account Manager and site Supervisors.
• Perform special projects, as assigned.
• Perform data entry in the work order systems.
• Create and track purchase orders in the accounting system.
• Assist in quarterly safety meeting preparation and set up.

Qualifications:

• Minimum of 3-5 years of relevant administrative support experience and 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
• Exhibits and champions excellence in work and willingness to embrace change
• Ability to produce quality work in a consistent manner
• Ability to work under pressure and within time constraints
• Attention to detail
• Flexibility with work schedule to include working overtime hours
• Adaptability to changing demands
• Proficiency with Microsoft Office products to include Word, Excel, Power Point, Outlook, etc.