Administrative Assistant

About the role

The Administrative Assistant will provide comprehensive administrative support to the Janitorial Department leadership team, including branch managers, district managers, project managers, building leads, supervisors, and support staff. This role requires exceptional organizational skills, technical proficiency, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

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

Qualifications

• 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
• 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

Preferred Qualifications

• Experience with E-payBlueforceCorrigoTagpricerCOUPAOCF (Oracle Cloud Financials)

Benefits

ABM offers a comprehensive benefits package including competitive salary, professional development opportunities, and a collaborative team environment.

Pay

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.

Schedule

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.

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.

About Us

ABM (NYSE: ABM) is one of the world’s largest providers of integrated facility, engineering, and infrastructure solutions. Every day, our over 100,000 team members deliver essential services that make spaces cleaner, safer, and efficient, enhancing the overall occupant experience. ABM serves a wide range of market sectors including commercial real estate, aviation, education, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. Committed to creating smarter, more connected spaces, ABM is investing in the future to meet evolving challenges and build a healthier, thriving world. ABM: Driving possibility, together.

Equal Employment Opportunity (EEO)

ABM is an Equal Employment Opportunity (EEO) employer that does not discriminate on the basis of any trait or characteristic protected by applicable federal, state, or local law, including disability and protected veteran status. ABM is committed to working with and providing reasonable accommodation to individuals with disabilities. If you have a disability and need assistance in completing the employment application, please call 888-328-8606. We will provide you with assistance and make a determination on your request for reasonable accommodation on a case-by-case basis.