ABM, a leading provider of integrated facility solutions, is looking for an
Administrative Assistant (Temporary). This will be a 1-2-month project with potential for permanent hire.
The
Administrative Assistant will provide administrative support for the Chief Engineer to the Engineering departments. Under the direction of the Chief Engineer, you will develop and implement a standardized filing and organizational system for the engineering department. You will then facilitate the implementation of this system throughout all engineering departments at the center. Upon implementation, you will provide ongoing support to maintain and update these standardized filing systems.
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.
Pay: $30.90/HR
The pay listed is the hourly range or the hourly rate for this position. A specific offer will vary based on applicant's experience, skills, abilities, geographic location, and alignment with market data.
Shift: Monday through Friday 8:00 a.m. to 4:30 a.m.
Location: Embarcadero Center, San Francisco, CA
Benefit Information: ABM offers a comprehensive benefits package. For information about ABM's benefits, visit ABM 2025 Employee Benefits Frontline Team Members
Essential Functions: - Provide calendar management to include creating meeting invitations, visitors' pre-clearance, conference room reservations, setting up conference calls, following up with meeting participants to ensure attendance, 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 include 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 Chief Engineer.
- Draft documents for review and implementation by the Chief Engineer.
- 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 for the Chief Engineer.
- 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 Chief Engineer.
- Develop and maintain a standard filing system (hard copy and electronic).
- Organize and maintain electronic and card Rolodex or address book files.
- 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 distributed 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 Engineering Department.
- Work and communicate effectively with all Chief and Assistant Chief Engineers.
- 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.
- Assist in Semi-Annual staff meetings with Engineering.
Qualifications: - Minimum of 3-5 years of relevant administrative support experience and special projects experience
- Proficiency with Microsoft Office products to include Word, Excel, Power Point, and Outlook
- The ability to learn processes and understand the process objective while working independently with minimal direction
- 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
- Strong analytical skills
- Excellent oral and written communication skills
- Ability to relate to and interact with all levels of internal and external clients
- Exhibits and champions excellence in work and willingness to embrace change
- Ability to work under pressure and within time constraints
- Attention to detail
- Adaptability to changing demands
Please note this job description is not designed to cover or contain a comprehensive listing of duties that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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 participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Este empleador participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los Estados Unidos.
ABM is an EOE (Minority / Female / Veteran / Disability / Gender Identity / Sexual Orientation) and is committed to working with and providing reasonable accommodation to individuals with disabilities. If you have a disability and need assistance in completing the employment application, please call . We will provide you with assistance and make a determination on your request for reasonable accommodation on a case-by-case basis.
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Prior to the submission of your personal information, please review our Employee Privacy Notice. If you are from California, please review our California Employee Privacy Notice.