Administrative Assistant - Jacksonville, United States - ABM Industries

ABM Industries

Verified Company

Jacksonville, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The primary responsibility of the CMMS / Office Administrative Assistant is to manage all aspects of work order management and dispatch of support services to the appropriate department personnel.

Work also includes event support, financial processing related to work orders and third-party repair / service contract management and entails ongoing reporting of department activities to the client.

Benefit Information:

ABM offers a comprehensive benefits package. For information about ABM's benefits, visit 2024 Benefits for Staff / Management

JOB RESPONSIBILITIES DETAIL:

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.

Handling of all procurement records including price solicitation, vendor communication, purchase order creation, and invoice processing.

Coordinate all time and attendance and other client reportable information.

Coordinate annual confidential "invitation to bid" project which includes, letters, spreadsheets, lists and Standard Agreements.

Handle all service requests via Eagle Assist or designated CMMS platform.

Data organization and ongoing reporting of all CMMS and Energy related KPI's. to Operations Director as needed.

Coordination of all ABM facilities personnel records including, payroll, time off, vacation days, and sick days. Maintains weekly worker schedule.

Maintains confidential facilities personnel records for Director.

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.

Liaison between clients, vendors, local authorities, facilities personnel relation and DFO and maintains a professional, productive and pro-active office and working environment.

Coordination and delegation of Student Help responsibilities if applicable.

REQUIREMENTS:

Experience in a variety of maintenance, custodial and /or facilities trade organizations / departments a plus.

Computer literacy in latest software releases a must. Organizational and managerial skills needed.

Professional demeanor handling calls and inquiries from district personnel, staff, and communicates with trade vendors in an efficient, timely and organized manner.

Stays calm and organized under pressure in a fast-paced department.

Has the ability to multi task and meet deadlines.

Works well with Management as well as facilities personnel.

EDUCATION:

High School Diploma with at least two years Undergrad College with emphasis on business studies.

EXPERIENCE:

At least 5 years' previous employment in a similar function. Computerized work order management familiarity along with strong excel and presentation software experience and budget tracking abilities a plus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works regularly with standard office / computer hardware and associated printing and reprographic equipment.

The environment is typical office-like with adequate lighting and comfortable temperatures sustained.

The employee will be required to sit at lengths, stand and move office material up to 30 pounds.

The noise level in the work environment is usually office moderate.