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

FACILITIES ADMINSTRATIVE ASSISTANT

Education

High School or GED

Career Level

Experienced (Non-Manager)

Category

Administration

Job Type/ FLSA Status

Hourly

Travel Required

None

Shift Type

N/A

Job Description

Summary

This position will assist the Account Manager and his management staff with day to day, monthly, quarterly, and yearly administrative duties including Accounting, Hiring, Payroll, Human Resources, CMMS and PM Management

Duties

• Account Payable support to include obtaining invoice coding and processing, responding to vendor inquiries, payment status, disputed invoices, and accruals.
• Account Receivable support to include tracking expenses and creation of Tags and Work Orders within both the Client Systems and ABM.
• Procurement support to include obtaining quotes, obtaining customer approvals, generation of PO’s, credit card purchases, and expense reporting.
• IMPAK (CMMS) data entry, work order creation and management, and record keeping.
• Organizing and Updating Drawing Files and Engineering Records.
• Hazardous Waste Disposal Program Administration and Record Keeping.
• Code Compliance Documentation, record keeping, filing, and fee payments. (Elevators, Escalators, Boilers, Fire System, BFP’s)
• Administration of safety training, documentation, and reports for both ABM and Client.
• QBR Documentation, including maintenance of KPI records, and generation of reports, graphs charts, timecards, EPAY payroll, SRC Back Up, VMS Registration, and ABM T&M Mail Pickup and delivery.
• Assist with operational support for team supervisors.
• Support teams on ongoing procedures, make recommendations to streamline processes and help keep handbook updated
• Service Response Center staffing.
• Other Duties as assigned.

HR Related Duties

• Post job requisitions on Job Align and social media.
• Review all incoming applications and conduct phone screens.
• Support 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.
• 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.
• Complete employment verification requests.
• Assist managers/HR staff with unemployment claims.
• Assist hourly employees with any questions or concerns

Minimum Requirements

• High School diploma/GED.  College Degree preferred.
• 2 years of office experience.
• 2 years of project management or assistant manager experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent communication and organizational skills.
• Strong attention to detail.