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.

Job Title

Administrative Assistant

Education

High School or GED

Career Level

Staff

Category

Education

Job Type/ FLSA Status

Salaried Non-exempt

Travel Required

None

Shift Type

Job Description

The Administrative Assistant is responsible for all basic office administrative tasks including, but not limited to, corresponding directly with Education Services client, ABM Staff, new hire on-boarding, answering phones, filing, data entry, ordering supplies, payroll assistance and will perform any additional duties as directed by Management. This position reports directly to the Account Manager and provides additional support to the Assistant Account Manager as needed.

Essential Duties

• Assist the Account Manager and/or Assistant Account Manager with any admin duties.
• Conduct and answer phone calls/emails & door access intercom system.
• Create and maintain weekly spreadsheets for processing, staffing roster, PTO accruals and trackers, seniority lists, etc.
• Verify and create schedules and hourly reports for staff in EPAY.
• Track daily missed punches and communicate with staff members to get them corrected.
• Assist with client access to the School Dude work order system.
• Maintain files and documents organized for easy management access.
• Mail checks for hourly employees.
• Complete and send off Employee change forms.
• Oversee that all tags have been submitted and approved by each manager.
• Assist managers with ordering supplies.
• Keep record of all Safety trainings.
• Keep record of SWOP & LET reports.
• Maintain small tools and equipment inventory files.
• Conduct MVR checks.
• Assist with Tag Pricer, & Corrigo Work Orders.
• HR Related Functions
• Post job requisitions on Job Align and social media.
• Review all incoming applications, and conduct phone screens.
• Schedule interviews and assist managers in conducting them as needed.
• Conducts and follow up on all background checks and badging.
• Onboard new hires through the Sterling system, and assist them through the entire hiring process.
• Provide manager and employees with employee number once hired.
• Schedule and assist in training/orientations for new employees as needed.
• Create new employee personnel folders, and maintain all employee files.
• Disposition applicants as needed.
• Sign employees up for Doculivery, Direct Deposit, Money Network Card etc.
• Complete employment verification requests.
• Assist managers/HR staff with unemployment claims.
• Forward Garnishments.
• Create a monthly discrepancy for Anniversary pay and submit to payroll.
• Assist hourly employees with any questions or concerns.
   

Minimum Requirements

• 2-3 years of clerical, secretarial, or office experience
• Proficient computer skills, including Microsoft Office
• Strong verbal and written communication skills
• Comfortable with routinely shifting demands
• High degree of attention to detail
• Data entry experience
• Working knowledge of general office equipment

Education

• High school diploma or general education degree (GED) required. associate's degree in Business Administration preferred.