Campus Pride Jobs

Overview

The Facilities Administrative Assistant (Bilingual) role works with our customers, service providers, and employees to deliver some combination of our services with excellent customer service, both by looking after facilities issues quickly and completely and by helping clients achieve their maintenance objectives: process, control, cost, information, communications, and quality.

Salary: $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 (https://www.abm.com/wp-content/uploads/2023/11/2024-Recruitment-Staff-Mgmt-11.6.23.pdf)

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

· Provide administrative support to the Facilities Manager which includes scheduling meetings, taking meeting notes, reviewing facilities related reports and preparing correspondence required for the management of the facility.

· Take incoming client calls such as: hot and cold calls, water leaks, electrical issues, etc. then act as the liaison to facilitate action for resolution with the ABM Facilities on-site team

· Schedule and coordinate all service calls as calls are received

· Create work orders in Computerized Maintenance Management system (CMMS) for all service calls

· Dispatch ABM facilities staff for emergencies, follow-up on non-emergent work orders with no progress or status update when they are flagged- reroute staffing as needed

· Respond to all messages left overnight related to non-emergent issues

· Work with Facility Manager and ABM trades to maintain the facilities schedule every week

· Assist in ordering parts with Facilities Manager and Shipping/Receiving Coordinator for special orders

· Provides reports on open and closed orders and checks status with all necessary parties.

· Maintains files on orders, proposals and all other necessary correspondence

· Reviews vendor invoices and checks accuracy on completed paperwork submitted.

· Provides end-user support by responding to questions related to CMMS

· Capable of identifying repeat requests and perform root cause analysis then recommend solutions to reduce repetitive requests by working with Facility Manager and technical trades provided by ABM.

· Assist in new systems implementation and rollout

· Setting up new user accounts, modifying access, resetting passwords

· Prepare documentation to support system administrative functions, procedures and processes

· Act as a back-up to the Facilities Manager providing on-call 24/7 support remotely when not on-site

· Perform other related duties and responsibilities as required

REQUIRED EXPERIENCE/QUALIFICATIONS

· 7+ related experience and/or training in customer service, dispatching, facilities administration and/or project management or equivalent combination of education and experience

· Ability to manage support work order system, assigning and responding to work orders, identify trends in incoming requests

· Strong Computing Skills and knowledge of Microsoft office suite including Word, Excel, Power Point and Outlook

· Ability to communicate clearly both verbally and in writing, including the ability to provide technical assistance to complex compliance issues in a simple, straightforward manner

· Self-starter and strong organizational skills with the ability to manage multiple tasks

· Ability to organize & prioritize assistance to others

· Demonstrated ability to interact successfully with all levels within a company

· Positive attitude, professional demeanor, team player

· Ability to adapt to changes in structures and work priorities

· Excellent attendance record

· Schedule coordinating experience

· Advanced customer service skills

· The ability to flawlessly juggle multiple priorities in a fast-paced environment

· The ability to cultivate and maintain strong relationships with clients, tenants and Trades Workers

· The ability to type 40+WPM with accuracy

· Strong organizational skills and high attention to detail

· Geographical knowledge of service area or map reading skills

· Possession of valid driver's license and good driving record

PREFERRED EXPERIENCE/QUALIFICATIONS

· Dispatching experience HVAC, plumbing, electrical, construction or similar industry experience

REQUIRED EDUCATION

· High school diploma or general education degree (GED)

REQNUMBER: 108331

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.