Front Office Coordinator
ABM Industries - Irvine, CA

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Job Description:
The Front Office Coordinator will provide complex
administrative support to C-level Executives and their
support staff with a variety of clerical activities and
related tasks. The Front Office Coordinator will act as
the initial contact for all clients, vendors, visiting
Corporate Office. This role is also responsible for
answering incoming calls, directing calls to apprpriate
associates, mail distribution, flow of correspondence,
requistion of supplies as well as additonal clerical
duties. This is a fast paced environment which requires
a high degree of professionalism, organization, and
detail orientation, coupled with the ability to
multitask and prioritize.
  • Answer and direct calls on main and Executive lines
in a courteous, professional, and effective manner.
  • Maintain professional demeanor and appearance.
  • Provide administrative support to Sr. Vice President
of Energy.
  • Assist with setting up webinars
  • Assist with Processing of reports / documents /
contracts / etc.
  • Maintain Calendars of Reporting Executives
  • Assist with travel arrangements of Reporting
  • Interact with C-level Executives and their support
staff when needed.
  • Maintain calendar for Sr. Vice President of Energy
as well as meeting calendars.
  • Process and distribute confidential and sensitive
documents as well as handle and maintain.
  • Ability to communicate effectively, both orally and
in writing, with many levels of employees of various
disciplines and departments, as well as external
  • May assist other Corporate Departments with
information, forms, and other department resources
as well as explaining procedures.
  • Monitor building access security.
  • Distributes and collects incoming mail, assist with
outgoing packages by Fedex/UPS.
  • Greet and escort guests, arrange transportation when
  • Maintain and schedule conference rooms.
  • Assist with meeting preparation to include
refreshment deliveries, set-up, and clean-up
  • Assist in scheduling and overseeing service of
vendors/maintenance providers.
  • Operate and maintain a variety of office equipment.
  • Ensure that reception area is welcoming and
accommodating to guests and team members.
  • Interface with property management and other
location specific vendors.
  • Look for innovative solutions to solve problems or
perform job tasks.
  • Understand, interpret and apply administrative and
office policies.
  • Support all ABM policies, programs, procedures,
systems and guidelines.
  • Performing other duties as assigned.
  • Completed coursework from an accredited
college/university or college degree is preferred.
  • Four years previous administrative experience
supporting executives.
  • Must be highly organized, dependable, and detailed
  • Must possess the interpersonal skills to interact
effectively with various levels of faculty and
  • Must possess strong written and verbal communication
skills, including exceptional telephone management
and the ability to write emails.
  • Must have experience with Microsoft Office 2007 or
2010 (including SharePoint, Outlook, PowerPoint,
Excel, OneNote, and Word), Advanced User preferred.
  • Must have strong webinar knowledge
  • Good telephone personality with excellent command of
English required
  • General office skills required
  • Well organized, hard worker, team player, problem
solver, action oriented
  • Strong Analytical experience
  • Strong attention to detail and follow-through skills
in a fast paced environment
Division/Department : ABM Facility Solutions Group
Exemption : Non-Exempt
Shift/Hours : First Shift (Day)

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