Operations Administrative Assistant

ABM (NYSE: ABM) is a leading provider of facility solutions with revenues of approximately $6.4 billion and over 130,000 employees in 300 offices deployed throughout the United States and various international locations. ABM’s comprehensive capabilities include electrical & lighting, energy solutions, facilities engineering, HVAC & mechanical, janitorial, landscape & turf, mission critical solutions and parking, provided through stand-alone or integrated solutions. Founded in 1909, ABM provides custom facility solutions in urban, suburban and rural areas to properties of all sizes — from schools and commercial buildings to hospitals, data centers, manufacturing plants and airports. The Company may require that the successful candidate hired for this position be fully-vaccinated for COVID-19, if and to the extent permitted by applicable law. The Company will make exceptions for medical, sincerely held religious belief, or other legally required exceptions.  
Job SummaryWe are searching for a dynamic Administrative Assistant to join our engaging team in ____Santa Clara___ City! The Administrative Assistant will provide comprehensive administrative support to ensure efficient operation of the sites. This role includes managing daily office tasks, coordinating meetings, and maintaining clear and effective communication with staff, clients, and external contacts,  overseeing inspections, quality control, scheduling of periodic work and inventory control of equipment and supplies at the account(s). The ideal candidate is organized, detail-oriented, and capable of handling multiple tasks with accuracy and professionalism.

Responsibilities

• Perform data entry in the work order systems and assign to the corresponding crew.
• 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.
• 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 Ops Manager.
• Draft documents for review and implementation by the Ops 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.
• Prepare monthly sites supply order. Verify that all items are received and distributed as appropriate.
• Work and communicate effectively with all Managers and site Supervisors.
• Perform special projects, as assigned.
• Perform a daily walk through the building for inspection.

Requirements

• High school diploma or equivalent educational certificate required; Bachelor’s degree preferred
• 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
• Ability to work under pressure and within time constraints
• Attention to detail.

ABM offers a comprehensive benefits package including health insurance (medical, dental and vision), 401(k) plan with immediate vesting, short and long-term disability, PTO, paid holidays and more. ABM values the rich diversity of its workforce. We strive to foster a work environment of respect and engagement that harnesses our workforce’s diversity to our common goal of providing prompt and superior client service. 
ABM is an EOE/AA (M/F/Vet/