Administrative Assistant

Union Depot; San Diego (CA); On-site; USD 37,000 - 40,000; Full time

Benefits offered by this job

Bonus program

Job summary

ABM seeks an Administrative Assistant in San Diego to oversee office and site operations, handling payroll, document control, new-hire training, and employee relations.

You will support the Project Manager with scheduling, travel, presentations, and timelines, manage work orders, and coordinate with clients and vendors to ensure timely, accurate records.

This role may include incentives and growth opportunities within ABM's facilities organization.

Qualifications

• Minimum 2 years in administrative or assistant role
• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience with work order management software is a plus

Responsibilities

• Work Order Management: Manage and assign work orders to team members and track progress.
• Project Support: Assist the Project Manager with scheduling meetings, preparing presentations, and tracking timelines.
• Client & Vendor Relations: Serve as a point of contact for clients and coordinate vendor services.
• General Administrative Duties: Handle phone calls, correspondence, office supplies, and travel arrangements.

Job description

The Administrative Assistant has exceptional communication and critical thinking skills to oversee office/site operations. The Administrative Assistant will be responsible for some or all the following: payroll, administrative/clerical document control, new hire training, employee relations and other duties as assigned.

PAY: $27.00 - $29.00 Per Hour

The pay listed is the salary range for this position. Any specific offer will vary based on the successful applicant’seducation, experience, skills, abilities, geographic location,and alignment with market data.

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

Work Order Management:

• Manage and assign work orders to appropriate team members, ensuring timely completion and follow-up.
• Track the progress of work orders and maintain accurate records within the system.
• Generate reports on work order status for project managers and clients as needed.

Project Support:

• Assist the Project Manager with daily tasks and administrative duties, including scheduling meetings, preparing presentations, and tracking project timelines.
• Organize and maintain project documentation, ensuring all files are up to date and accessible.
• Help coordinate project logistics and resource allocation as directed by the Project Manager.

Client & Vendor Relations:

• Serve as a point of contact for clients, addressing inquiries and directing them to the appropriate departments or personnel.
• Support the coordination of vendor services, ensuring that vendor relationships are well-managed and service agreements are adhered to.
• Assist in preparing and distributing communication to clients and vendors regarding project updates, changes, or issues.

General Administrative Duties:

• Perform general office duties, including managing phone calls, handling correspondence, and maintaining office supplies.
• Assist in the preparation of reports, presentations, and documents for internal and external use.
• Coordinate travel arrangements and manage expense reports for project staff.

Performs other duties as assigned or requested.

Qualifications

KNOWLEDGE, SKILLS & ABILITIES:

• Two (2) plus years of experience in an administrative or assistant role, preferably in a project management environment.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with work order management software is a plus.

Desired Skills:

• Ability to manage competing priorities and meet deadlines.
• Strong attention to detail and problem-solving abilities.
• Ability to work both independently and as part of a team.
• Familiarity with vendor management and client communication.

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.

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.

ABM participates in the U.S. Department of Homeland Security E-Verify program. E-Verify is an internet-based system used to electronically confirm employment eligibility.

ABM is a military-friendly company proudly employing thousands of men and women who have served in the U.S. military. With ABM, you’ll have access to a world-class training program and ample opportunities to use the skills you developed while serving our country. Whether you’re looking for a frontline or professional position, you can find post-military career opportunities across ABM.