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Overview

Position Summary:

The Administrative Assistant role provides essential support to the operations team by managing financial processes and ensuring smooth day-to-day administrative functions. This position is responsible for billing, accounts receivable and payable, inventory management, supply ordering, and assisting with audits, inspections, and client meetings.

Key Responsibilities:

Financial & Billing Support:

+ Process and manage billing and invoicing activities.

+ Monitor and follow up on accounts receivable.

+ Manage accounts payable, ensuring timely and accurate payments.

+ Reconcile financial discrepancies and assist with month-end reporting.

Administrative & Operational Support:

+ Maintain inventory of office and operational supplies.

+ Order supplies and ensure timely replenishment.

+ Conduct routine audits and inspections to ensure compliance with company standards.

+ Prepare reports and documentation related to audits and inspections.

Client & Team Support:

+ Attend client meetings as needed to provide administrative or operational support.

+ Take meeting notes and follow up on action items.

+ Assist with scheduling, travel arrangements, and other logistical needs.

General Office Duties:

+ Maintain organized filing systems (digital and physical).

+ Support cross-functional teams with administrative tasks.

+ Assist in onboarding new employees with operational setup.

Qualifications:

+ High school diploma or equivalent required; associate’s or bachelor’s degree preferred.

+ 2-3; years of experience in administrative, billing, or operations support roles.

+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software.

+ Strong organizational and time management skills.

+ Excellent communication and interpersonal abilities.

+ Ability to handle sensitive information with discretion.

Work Environment:

+ Office-based with occasional travel to client sites or meetings.

+ May require lifting or moving supplies during inventory checks.

REQNUMBER: 139307

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.