Administrative Assistant Job at ABM Industries in Cupertino

Overview

The Administrative Assistant will provide direct support to the Office Manager and broader team, ensuring smooth day-to-day administrative operations. This role is responsible for maintaining organized systems for documentation and communication, supporting team coordination, and assisting with various office tasks. The Administrative Assistant will also help develop and implement standardized filing and organizational systems to improve efficiency and workflow across the team.

Pay

$26.00/hr

The pay listed is the hourly 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.

Schedule

Mon-Fri 8am-5pm

Location

Cupertino, CA

Benefits

ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit ABM Team Member Benefits | Staff & Management (https://media.abm.com/wp-content/uploads/AnnualBenefitFlyers/Recruiting Flyer – Staff & Mgmt.pdf)

Essential Functions

• Calendar management, including planning and coordinating team schedules, supporting event preparations, and follow-up tasks
• Data entry and documentation of service logs, compliance records, and inventory tracking
• Proficiency in Google Sheets and Excel is required
• Ensure Principal calendar adherence, including tracking and inputting time
• Assist in developing and rolling out new procedures related to operations
• Manage task systems, update client meeting agendas, and schedule follow-ups
• Collaborate with janitorial and events teams for seasonal and special events
• Adapt to changes and ensure tasks are completed thoroughly
• Field incoming calls, route appropriately, and take detailed messages
• Support onboarding and training for team members
• Assist with business development and marketing initiatives
• Manage inventory of pest control supplies, place orders, and complete expense reports
• Support various projects for the events and operations teams
• Manage the receptionist email inbox, forward emails, and respond to general inquiries
• Maintain organization of shared folders and documentation
• Keep the company directory updated and accessible
• Handle incoming and outgoing mail, including preparing shipping paperwork

Requirements

• Basic computer skills including word processing, spreadsheets and presentation software, as well as databases and customer database systems
• Ability to use the internet for research navigating basic office equipment and protocols experience
• Comprehensive knowledge of Administrative Assistance
• Ability to communicate verbally and in writing effectively throughout all levels of the company
• Proven experience working in a fast-paced environment while providing superior service levels

Qualifications

• Capacity to multitask while able to see tasks to completion.
• The ideal candidate has strong people skills and is customer service oriented.
• Prior administrative experience is preferred but not required.
• Ability to work in a fast-paced environment.
• Self-motivated, organized and detail oriented.
• Computer skills: Google sheets, Excel, Microsoft Office Suite: Outlook, Word, etc.
• Good verbal and written communication skills.
• Works well in a team environment.
• Approachable yet professional.
• Punctual and dependable.
• High School diploma required.
• Bilingual English & Spanish (But not required)

Military and veteran friendly employer, veterans and candidates with military experience encouraged to apply

MOS Army: 51L; MOS AF: 3E131; MOS USCG: 1701; MOS USN: 3E1X1; MOS USSF: H190; MOS USMC: 1161

REQNUMBER: 134152

ABM is proud to be an Equal Opportunity Employer qualified applicants without regard race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected factor under federal, state, or local law. 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.