Facilities Administrative Assistant

New York, NY

Able Services Corporate – Administrative /

Full time /

On-site

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.

The Company may require that the successful candidate hired for this position be fully-vaccinated for COVID-19, if and to the extent permitted by applicable law. The Company will make exceptions for medical, sincerely held religious belief, or other legally required exceptions.

Pay: $30/hr.

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.

You may be eligible to participate in a Company incentive or bonus program.

Hours: 8:30 to 5pm

This is a daily on site position

Benefit Information:

ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit https://www.abm.com/wp-content/uploads/2023/11/2024-Recruitment-Staff-Mgmt-11.6.23.pdf

401(k) – You become eligible to make personal contributions beginning the first of the month following 30 days of employment. You become eligible for the ABM match beginning the first of the month following six months of employment. ABM matches your pre-tax and/or Roth contributions, dollar for dollar, for the first 3%. For the next 2%, ABM contributes $0.50 for each dollar you contribute. Your contributions and match are immediately vested.

Essential Functions:

Support of managers in NYC and Philadelphia, PA. (total of 8 average)
Responsible for daily office and administrative operations, including files, data base upkeep, maintaining of records and reports of Facilities Operations Department.
Handling of all department budgets and maintaining necessary record keeping.
Handling all of department procurement records including purchase orders, limited purchase orders and coordinating them with Account’s AP AC Department for processing.
Coordinate all time and attendance and other client reportable information.
Handle all service requests.
Data organization.
Coordination of all ABM facilities personnel records including, payroll, time off, vacation days, and sick days.
Maintains weekly worker schedule.
Maintains records.
Perceives potential problems with vendors, contractors and personnel and gives all details and suggests pro-active solutions on how best to resolve.
Maintaining appropriate public relations image with all district principals and service requestors.
Other duties as requested.

Minimum Requirements:

MUST have skills- word, strong excel, coding invoices, billing, organization, ADP/Epay payroll.
Understanding of the role and responsibilities.
Clear and proper communication with trade vendors in an efficient, timely and organized manner, professional demeanor handling calls and inquiries from district personnel.
Experience in a variety of maintenance facilities trade organizations / departments a plus.
Computer literacy in latest software releases a must. Organizational and managerial skills needed.
Stays calm and organized under pressure in a fast-paced department.
Has the ability to multitask and meet deadlines.
Works well with Management as well as facilities personnel.
High School Diploma required, certificate or college course work a plus.
At least 3 years’ previous employment in a similar function. Computerized work order management familiarity along with strong excel and presentation software experience a plus.

Location:

Downtown Manhattan One Liberty Plaza

$30 - $32 an hour

You may be eligible to participate in a Company incentive or bonus program.

Please note this job description is not designed to cover or contain a comprehensive listing of duties that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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.

ABM values the rich diversity of its workforce. We strive to foster a work environment of respect and engagement that harnesses our workforce’s diversity to our common goal of providing prompt and superior client service.

ABM is an EOE/AA (M/F/Vet/Disability/Gender Identity/Sexual Orientation)and 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.

•ABM does not sell or share your personal information.

•We collect basic personal details like your name and address, work history, and other employment related personal information. We also collect Sensitive Personal Information like race/ethnicity because we are required to do so by law.

•We collect this information in order to process your employment with us.

•We will keep your information for as long as is required by law.

Prior to the submission of your personal information, please review our Employee Privacy Notice. If you are from California, please review our California Employee Privacy Notice.

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