Administrative Support Assistant

6 days ago

Santa Clara, California, United States ABM Industries Full time
About This Role

ABM Industries is seeking a highly organized and detail-oriented Administrative Assistant to join our team in Santa Clara. As an Administrative Assistant you will provide comprehensive administrative support to ensure the efficient operation of the site.

Key Responsibilities
  1. Perform data entry in the work order systems and assign tasks to the corresponding crew.
  2. Implement and maintain filing and organizational systems throughout all departments at the site.
  3. Provide calendar management services, including creating meeting invitations, visitor pre-clearance, and conference room reservations.
  4. Compose, edit, and prepare documents, including letters, memos, forms, and policies.
  5. Provide morning and evening reports to clients and crew.
  6. Develop and maintain project-standardized files, folders, and systems.
  7. Support the Operations Manager in composing correspondence and drafting documents for review and implementation.
  8. Provide superior customer service to internal and external clients and customers in a professional and positive manner.
  9. Provide telephone support, including answering, screening, and processing calls.
  10. Maintain up-to-date call lists.
  11. Provide administrative support, including proposal preparation and presentation materials.
  12. Coordinate monthly department meetings, record, and distribute meeting minutes.
  13. Prepare monthly supply orders, verify receipt, and distribute as necessary.
  14. Work and communicate effectively with all Managers and site Supervisors.
  15. Perform special projects as assigned.
  16. Conduct daily walk-through inspections of the site.
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 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 represent the company in a professional manner.
  • Superior verbal and written communication skills.
  • Strong analytical skills.
  • Ability to handle confidential information.
  • Exhibits 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.
About ABM Industries

ABM Industries 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 and lighting, energy solutions, facilities engineering, HVAC and mechanical, janitorial, landscape and turf, mission critical solutions, and parking, provided through stand-alone or integrated solutions.

What We Offer
  • A comprehensive benefits package, including health insurance, 401(k) plan with immediate vesting, short and long-term disability, PTO, paid holidays, and more.
  • A commitment to diversity and inclusion, with a focus on harnessing our workforce's diversity to provide prompt and superior client service.

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