Job Details

Administrative Assistant

ABM is looking for a dedicated Administrative Assistant to provide administrative support to the Chief Engineer and the Engineering department. Under the direction of the Chief Engineer, the Administrative Assistant will develop and implement standardized filing and organizational systems for the engineering department. This individual will then support the rollout of these systems across all engineering teams at the center. Following implementation, the Administrative Assistant will provide ongoing support to maintain and update these standardized filing and organizational systems.

Pay: $32.34/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 8:00am - 4:30pm

ABM offers a comprehensive benefits package. For information about ABM's benefits, visit ABM 2026 Employee Benefits | Frontline Team Members.

Essential Functions

• Provide calendar management to include creating meeting invitations, visitors' pre-clearance, and 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 included 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 distribute 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

• High school diploma or equivalent educational certificate required. BA/BS degree preferred.
• Minimum of 3-5 years of relevant administrative support experience and special projects experience.
• 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.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner.
• Superior verbal and written communication skills.
• Strong analytical skills.
• Exhibits and champions 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.
• Flexibility with work schedule to include working overtime hours.
• Adaptability to changing demands.
• Proficiency with Microsoft Office products to include Word, Excel, Power Point, Outlook, etc. and Slack

Physical Requirements

• Involves work of a general office usually performed standing such as collect mail, sorting and delivering mail; and working with office supplies in supply room/mail room.
• Lifting is necessary and generally requires lifting and moving office supply boxes generally weighing 20-30lbs.
• Involves work of a general office nature usually performed sitting such as computer work, processing orders and paperwork, etc.
• Involves movement between departments and between floors to facilitate work.
• Involves walking and standing for extended periods of time, (up to two hours).
• The physical demands describe are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Internal and External Contacts

• Daily interactions both verbal and written to include all levels of property staff and contractors engaged at center.
• City, State and Federal government officials.
• Daily interactions both verbal and written to include tenants and members of the real estate community.

Reporting Structure

• This position is an employee of ABM Engineering. Work assignments and direction will be directly from the Chief Engineer.
• The ABM Engineering Manager monitors attendance, provides supervision, guidance and oversee performance evaluations