What are the responsibilities and job description for the Administrative Assistant position at ABM US?
The Administrative Assistant will provide comprehensive administrative support to ensure efficient operation of the office. This role includes managing daily office tasks, coordinating meetings, and maintaining clear and effective communication with staff, clients, and external contacts. The ideal candidate is organized, detail-oriented, and capable of handling multiple tasks with accuracy and professionalism.
Key Responsibilities:
- Administrative Support: Perform general office duties such as answering phones, responding to emails, handling mail, and greeting visitors.
- Document Management: Prepare, edit, and distribute reports, memos, and other documents. Maintain accurate records and filing systems.
- Scheduling: Coordinate and schedule meetings, appointments, and events. Manage calendars for executives and team members.
- Communication: Serve as a liaison between different departments, handling information requests and queries from internal and external parties.
- Travel Arrangements: Make travel arrangements, including booking flights, accommodations, and transportation for staff and executives.
- Office Coordination: Order office supplies, handle office equipment maintenance, and ensure the workplace is clean and organized.
- Data Entry and Reporting: Input data accurately into databases and generate reports as required. Maintain confidentiality of sensitive information.
- Project Assistance: Support special projects and provide assistance to various departments as needed.
Qualifications:
- Education: High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- Experience: Minimum of 2 years of administrative or office management experience.
- Skills:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to multitask and prioritize workload effectively.
- Attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
Working Conditions:
- Environment: Office setting, Monday to Friday, with occasional requirements for overtime.
- Physical Requirements: Ability to sit for extended periods, use a computer, and perform light physical tasks such as lifting up to 25 pounds
