Overview
Office Secretary Jobs in Aurora, IL at Ayala Auto Sales Inc.
Essential Functions:
Facilitate the implementation of filing and organizational system throughout all Engineering departments at the center. 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 Contract 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.
Maintain up to date call list.
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 Contract Manager.
Develop and maintain a standard filing system (hard copy and electronic).
Prepare, code and process check request, expense reports and invoicing. Obtain required approval signatures and submit to Accounts Payable.
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.
Visit and perform filing and administrative duties at each of the engineering office sites.
Create and maintain files for Life Safety Systems, loss prevention systems and operating permits for each property.
Review, create and maintain all filing systems for the Service Department.
Work and communicate effectively with all Contract 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.
Assist in Semi-Annual staff meetings with Engineering.
Qualifications:
High school diploma or GED
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.
About Us
ABM (NYSE: ABM) is one of the world’s largest providers of facility services and solutions. A driving force for a cleaner, healthier, and more sustainable world, ABM provides essential services and forward-looking performance solutions that improve the spaces and places that matter most. From curbside to rooftop, ABM’s comprehensive services include janitorial, engineering, parking, electrical and lighting, energy and electric vehicle charging infrastructure, HVAC and mechanical, landscape and turf, and mission critical solutions. ABM serves a wide range of industries – from commercial office buildings to universities, airports, hospitals, data centers, manufacturing plants and distribution centers, entertainment venues and more. Founded in 1909, ABM serves over 20,000 clients, with annualized revenue approaching $8 billion and more than 100,000 team members in 350+ offices throughout the United States, United Kingdom, Republic of Ireland, and other international locations. For more information, visit http://www.abm.com.
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.
ABM participates in the U.S. Department of Homeland Security E-Verify program. E-Verify is an internet-based system used to electronically confirm employment eligibility.
ABM is a military-friendly company proudly employing thousands of men and women who have served in the U.S. military. With ABM, you’ll have access to a world-class training program and ample opportunities to use the skills you developed while serving our country. Whether you’re looking for a frontline or professional position, you can find post-military career opportunities across ABM.
ABM directs all applicants to apply at http://www.abm.com/ ABM does not accept unsolicited resumes.
Title: Office Secretary
Company: Ayala Auto Sales Inc.
Location: Aurora, IL
