Financial Administrative Assistant

JOB DESCRIPTION

The Financial Administrative Assistant will support the local ABM office by providing support to ensure that the education operation complies with company record-keeping policies and is responsive to the needs of its customers. Primary responsibilities will include managing 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. 

Essential Duties

• Responsible for daily office and administrative operations, including files, database upkeep, maintaining records, and reports of the Facilities Operations Department.
• Handling all department budgets and maintaining necessary record-keeping. 
• Handling all department procurement records including purchase orders, and limited purchase orders, and coordinating them with the District'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 School Dude / Yardi or a designated CMMS platform. Data organization and ongoing reporting of all CMMS-related KPIs. to the 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 the Director. 
• Perceives potential problems with vendors, contractors, and personnel gives all details, and suggests proactive solutions on how best to resolve them.
• Maintaining appropriate public relations image with all district principals and service requestors.
• Liaison between clients, vendors, local authorities, and facilities personnel relations and maintains a professional, productive, and proactive office and working environment.
• Documenting financial transaction details and monitoring the transactions
• Preparing and filing financial documents
• Processing accounts payable and accounts receivable
• Fact-checking accounting data

Minimum Requirements 

• Experience in a variety of maintenance, custodial, and /or facilities trade organizations/departments is a plus.
• Understanding of bookkeeping responsibilities preferred
• Computer literacy in the latest software releases is a must. Organizational and managerial skills are needed.
• Professional demeanor handling calls and inquiries from district personnel, and staff, and communicating 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 multitask and meet deadlines. 
• Works well with Management as well as facilities personnel. 
• High School diploma / GED or higher education, preferred in finance and accounting focus.
• Excellent customer service and communication skills. 
• Excellent computer skills including heavy proficiency in Microsoft Excel and Word.
• Knowledge of CMMS Systems or similar Data Maintenance Management Systems is preferred.
• Possess a positive attitude with a strong desire to learn. 
• 3-5 years experience in a similar administrative role or function. 
• Must be flexible and able to manage multiple tasks