Administrative Assistant

ABM Industries•San Francisco, CA

1d•Onsite

About The Position

The Administrative Assistant provides administrative and clerical support to ensure efficient office operations. This role is responsible for managing schedules, coordinating meetings, handling correspondence, maintaining records, and supporting the engineering team with day-to-day administrative functions. The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced environment.

Requirements

High school diploma or GED required.
2+ years of administrative experience, preferably supporting engineering, facilities, maintenance, construction, or property management teams.

Nice To Haves

Associate degrees in Business Administration, Facilities Management or a related field preferred.
Experience with CMMS, work order systems, or facilities management software preferred.
Experience processing invoices, purchase orders, and vendor documentation preferred.

Responsibilities

Provide administrative support to the Chief Engineer, Engineering Manager, and engineering staff.
Create, track, and maintain work orders through the Computerized Maintenance Management System (CMMS).
Schedule preventive maintenance activities and coordinate service appointments with vendors and contractors.
Maintain engineering records, equipment documentation, permits, compliance reports, and service contracts.
Process invoices, purchase orders, and departmental expenses while ensuring proper approvals and documentation.
Track engineering department budgets, inventory levels, and supply orders.
Assist with vendor onboarding and maintenance of vendor certificates of insurance (COIs).
Prepare reports related to maintenance activities, equipment performance, and departmental metrics.
Coordinate meetings, training sessions, and inspections for engineering staff.
Maintain filing systems for engineering manuals, warranties, equipment logs, and compliance documents.
Serve as a point of contact for tenants, vendors, and internal departments regarding engineering-related requests.
Assist with life safety inspections, compliance documentation, and regulatory reporting.
Monitor and update maintenance schedules to ensure timely completion of assigned tasks.
Support special projects and other administrative functions assigned.