Facilities Administrator

Facilities Administrator

ABM is the leading provider of facility services with fiscal 2010 revenues of $3.5 billion and nearly 100,000 employees. ABM provides janitorial, facility, engineering, parking and security services for commercial, industrial, institutional and retail facilities across the United States, Puerto Rico and British Columbia, ilities Administrator


Branch/Location Code :ENG-Midwest (17541)
Location :Austin TX US 78741

Division :ABM Facility Services
Job Type :Full Time Regular
Career Level :Experienced (Non-Manager)
Exemption :Non-Exempt
Education :High School or GED
Shift/Hours :First Shift (Day)
Job Description :

The Facilities Administrator (a.k.a. Purchasing / Procurement / Accounting Specialist) will assist the Account Director / Facilities Manager in a staff capacity by coordinating and performing all activities related to purchasing and procurement of materials and services, RFx generation, bid solicitations, and subcontract administration. This position will also perform activities related to accounts payable, budget documentation and reporting, and other account financial obligations.

Reports To: Account Director / Facilities Manager

The specific responsibilities for this position include:

· Compiles information and records to prepare purchase orders.
· Maintains current certificates of insurance on file for all suppliers.
· Verifies specifications of purchase requests.
· Consults catalogs, Internet, and suppliers to obtain prices and specifications.
· Maintains positive working relationship with key suppliers
· Prepares invitation-of-bid and sends to supplier firms or for public posting.
· Compiles and records prices, deliveries, and items purchased.
· Prepares purchase order and sends to supplier and manager/supervisor originating request.
· May compare prices, specifications, and delivery dates and award contract to bidders or place orders with suppliers or mail order firms.
· Retain and file all subcontract files in a neat and orderly fashion
· May verify bills from suppliers with bids and purchase orders and approve bills for payment. Confers with suppliers concerning late deliveries.
· Prepare reports associated with supplier management as needed
· Performs any combination of routine calculating, posting business transactions, processing invoices, and verifying financial data for use in maintaining accounts payable records.
· Clarifies any questionable invoice items, prices, or receiving signatures; obtains proper information and/or data regarding invoice payments.:
· Assembles invoices to be completed for payment.
· Verifies all addresses and Federal ID numbers of vendors if available; calculates all extensions and totals on invoices, calculating and taking discounts when applicable; verifies all coding, reviews invoices and requisitions for satisfactory payment approval, checking vendor files for any previous payments; assigns voucher numbers.
· Maintains copies of vouchers, invoices, or correspondence necessary for files.
· May prepare vouchers listing invoice number, date, vendor address, and Federal ID number, item description, amounts, and coding per accounting policies and procedures.
· Applies accepted procedures to the preparation and maintenance of financial and business transaction data, and prepares reports to ensure accurate accounting records.
· Periodically reviews records and subsequent computer printouts to balance accounts and to identify suspense items or delinquent accounts requiring further action. Files and maintains clerical records, and reports pertinent information to the central office.
· May audit and proof accounting or other reports for clerical accuracy and conformance to departmental, county, and state procedures.
· May type periodic reports and other records and may reconcile bank statements.
· Provides relief support in handling incoming work requests and dispatch

Educational Background
· Associates Degree in Business Administration or other related field, or High School Diploma combined with substantial relevant work experience

Other Position Qualifications
· Excellent written and verbal communication skills
· Excellent PC skills – Microsoft Word, Project, Excel, Lotus Notes, Powerpoint, JDE
· Estimated travel: none
Familiar with a variety of the field's concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish goals. Performs a variety of complicated tasks. A certain degree of creativity and latitude is required. Must be able to lift 20 lbs. Must have current state issued drivers license and satisfactory driving record. Submit to and successfully pass through criminal background check, credit check and drug screening.

EOE :ABM IS AN EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER (M/F/V/D)