Administrative Assistant

Administrative Assistant - Janitorial Department

ABM Industries

Location: 14201 Franklin Ave. Tustin, CA 92780
Work Schedule: On Site
Salary: $29 - $33 per hour

The pay listed is the salary range for this position. Any specific offer will vary based on the successful applicant's education, experience, skills, abilities, geographic location, and alignment with market data.

You may be eligible to participate in a Company incentive or bonus program.

Benefits: ABM Team Member Benefits | Staff & Management

Position Overview

ABM is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support to our Janitorial Department leadership team, including branch managers, district managers, project managers, building leads, supervisors, and support staff. This dynamic role requires exceptional organizational skills, technical proficiency, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

• Provide high-level administrative support to multiple levels of management and staff
• Manage calendars, schedule meetings, and coordinate communications
• Prepare correspondence, reports, and presentations
• Handle confidential information with discretion and professionalism
• Perform general office administration duties as needed

Financial Operations

• Support operations with researching and processing corrections to accounts receivable and maintain customer account records
• Handle accounts payable functions including invoice processing and vendor payments
• Support payroll processing and employee record maintenance
• Generate financial reports and assist with budget tracking
• Ensure accuracy and compliance with company financial procedures

Procurement & Operations

• Process supply orders and coordinate inventory management
• Handle equipment orders and coordinate setup procedures
• Support contract review processes and documentation
• Assist with project coordination and tracking
• Troubleshoot operational issues and provide solutions

Customer Service

• Deliver excellent customer experience to internal and external clients
• Respond to inquiries promptly and professionally
• Resolve issues and escalate when necessary
• Maintain positive relationships with stakeholders at all levels

Reporting & Analysis

• Create and maintain various reports for management review
• Analyze data and provide insights to support decision-making
• Maintain accurate records and documentation systems
• Ensure compliance with company policies and procedures

Required Qualifications

Experience & Skills

• Proven administrative assistant experience in a corporate environment
• Exceptional organizational skills with meticulous attention to detail
• High proficiency in Microsoft Excel and Word (advanced level required)
• Strong written and verbal communication skills
• Excellent customer service orientation
• Demonstrated ability to manage multiple priorities simultaneously

Technical Competencies

• Experience with accounts receivable and accounts payable processes
• Payroll processing knowledge
• Report creation and data analysis capabilities
• Advanced troubleshooting and problem-solving skills
• Proficiency in office management and coordination

Personal Attributes

• Highly coachable with a growth mindset
• Strong adaptability and flexibility in changing environments
• Ability to work independently and as part of a team
• Professional demeanor and strong work ethic
• Commitment to maintaining confidentiality

Preferred Qualifications

Experience with the following platforms is highly desirable:

• E-pay
• Blueforce
• Corrigo
• Tagpricer
• COUPA
• OCF (Oracle Cloud Financials)

Work Environment

This is an on-site position in Tustin, CA. The role requires the ability to work in a fast-paced environment while maintaining accuracy and attention to detail.

What ABM Offers

• Competitive salary 
• Comprehensive benefits package
• Professional development opportunities
• Collaborative team environment
• Work-life balance with hybrid schedule

ABM is an equal opportunity employer committed to creating an inclusive environment for all employees.

To Apply: Please submit your resume and cover letter detailing your relevant experience and why you're the ideal candidate for this position.