Administrative Assistant, Facilities Management

Annual Salary Range:  $50,000 - $55,000 Annually
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.

Benefit Information:
ABM offers a comprehensive benefits package.  For information about ABM’s benefits, visit ABM 2024 Employee Benefits | Staff & Management. 

Key Responsibilities:

Administrative Support:

• Serve as the primary point of contact for internal and external inquiries related to facility management.
• Maintain and update records, including work orders, maintenance schedules, vendor contracts, and employee information.
• Coordinate and schedule maintenance, inspections, and facility-related services; communicate with contractors, vendors, and suppliers to arrange service calls.
• Track and process purchase orders, invoices, and expense reports related to facility operations.
• Assist in the planning and execution of facility projects, renovations, and campus events.
• Prepare reports, presentations, and documentation for meetings with facility managers, staff, and college leadership.
• Monitor office supplies and manage inventory orders as needed.
• Assist with onboarding new employees for the facilities team and handle administrative tasks such as processing paperwork and scheduling training.
• Ensure compliance with safety regulations and college policies within the facilities department.

Operations Analysis:

• Analyze internal processes within the facilities department to identify areas for improvement in efficiency, performance, and cost control.
• Collect, interpret, and analyze data related to facilities operations, including maintenance costs, vendor performance, and resource allocation.
• Develop and maintain operational reports, dashboards, and KPIs to track the performance of facility management initiatives.
• Collaborate with the facility management team to implement data-driven strategies and optimize workflows.
• Monitor the effectiveness of operational changes and continuously improve processes based on data insights.
• Support the implementation of new systems and technologies within the facilities department to enhance productivity and streamline operations.

Qualifications:

• High school diploma or GED required, Associate’s or Bachelor’s degree in Business Administration, Operations Management, Facilities Management, or related field preferred.
• 2+ years of experience in administrative support, with a focus on operations or facility management roles.
• Strong analytical skills with experience in data interpretation and process improvement.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with facility management software and data analysis tools (e.g., Excel, Tableau, Power BI) is a plus.
• Excellent organizational and multitasking abilities, with a strong attention to detail and accuracy.
• Effective communication skills, both written and verbal, with the ability to interact with staff, vendors, and college leadership.
• Familiarity with facility operations, maintenance procedures, and safety regulations is preferred.
• Ability to work both independently and as part of a team in a fast-paced environment.

Work Environment:

• Office-based, located on campus, with occasional site visits across the college’s facilities.
• Standard working hours, Monday to Friday, with potential flexibility during peak periods or emergencies.

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