Administrative Assistant

ABM has an exciting new role as an Administrative Assistant position in Brownsville, TX. The responsibility of this role is answering phones, filing, data entry, ordering supplies corresponding with clients and staff along with calendar management, drafting documents, providing support as needed.

Benefit Information:  

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

Essential Functions:

• Facilitate the implementation of filing and organizational system for the account.  Upon implementation, the Administrative Assistant will provide support to maintain and update these standardized and filing systems.
• Provide calendar management to include creating meeting invitations, visitors pre-clearance, and conference room reservations, disseminating information to meeting participants, arranging for catering services if needed and handle all communications with both internal and external sources.
• Compose, edit, type, and prepare documents to included letters, memos, forms, faxes, and transmittals, policies and procedures (including handling of confidential information).
• Develop and create project-standardized files, folders and systems.
• With minimal direction compose correspondence in support of Contract Manager.
• Draft documents for review and implementation by the Site Manager.
• Provide superior customer service to internal and external clients and customers in a professional, positive manner.
• Provide telephone support to include answering, screening and processing telephone calls.
• Provide administrative support to include proposal preparation (including Power Point and graphic packages) and prepare spreadsheets, graphs, and charts, and presentation materials.
• Coordinate monthly department meetings, record and distribute meeting minutes.
• Sort, open and prioritize mail both incoming and outgoing in support of the Site Manager.
• Develop and maintain a standard filing system (hard copy and electronic).
• Compile, organize and finalize other documents for signature and distribution. 
• Prepare weekly office supply order. Verify that all items are received and distribute as appropriate.
• Review, create and maintain all filing systems for the Site Manager.
• Work and communicate effectively with Site Manager and site Supervisors.
• Perform special projects, as assigned.
• Perform data entry in the work order systems.
• Create and track purchase orders in the accounting system.
• Assist in quarterly safety meeting preparation and set up.

Qualifications:

• High school diploma or equivalent educational certificate required, Bachelor’s degree preferred
• Minimum of 3-5 years of relevant administrative support experience and special projects experience
• Strong organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines
• Demonstrated ability to determine needs and achieve results without close supervision
• Demonstrated ability to take initiative and lead projects
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner
• Superior verbal and written communication skills
• Strong analytical skills
• Exhibits and champions excellence in work and willingness to embrace change
• Ability to produce quality work in a consistent manner
• Ability to work under pressure and within time constraints
• Attention to detail
• Flexibility with work schedule to include working overtime hours
• Adaptability to changing demands
• Proficiency with Microsoft Office products to include Word, Excel, Power Point, Outlook, etc.