What are the responsibilities and job description for the Administrative Assistant position at ABM US?
Schedule: Monday to Friday from 8 am to 5 pm
Job Duties
- Assist team with reporting, HR functions, payroll, invoicing, safety, and communicate with the client on a regular basis.
- Distribute all incoming work orders (dispatch work orders to be taken care of by the day crew and put all other work order for the night crew in the corresponding date)
- Send/receive work orders via email/PDF format
- Check daily reports and follow up on any issues that need to be addressed or sent to the client.
- Review work order completion notes from prior shift, update manager notes in database, and make sure all work orders are closed.
- Check and respond to all emails. All messages received from the client should be responded to first
- Maintain confidentiality and file paperwork accordingly
- Monitor and track PO numbers and supplies on logs
- Review and update Health & Welfare logs
- Must be available to work M-F 8 am to 5 pm and have some flexibility to work occasional evenings and weekends for special projects
- Take notes during employee meetings and provide updates to staff as needed.
- Keep calendars up to date and schedule appointments
Minimum Qualifications
- High School Diploma/GED
- Bi-lingual in English and Spanish. Must be fluent in reading, writing, and speaking.
- Must have at least 3 years of office experience
- Strong user of Microsoft Office Suite (especially Word, Excel, and PowerPoint)
- Excellent customer service and communication skills
Preferred Qualifications
- Experience with HR, safety, payroll, and/or invoicing preferred
- Ideal candidate will strive to go above and beyond the job description to assist team as much as possible
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