Administrative Assistant

ABM Industries • San Francisco, CA

18h • Onsite

About The Position

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

Requirements

• 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

Responsibilities

• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED