Administrative Assistant, FM&M

Since 1987, FM&M, Inc. has provided high-quality commercial janitorial and facility management services across a large, multi-site operation. Today, FM&M manages more than $15 million in contracts covering over 12 million square feet annually. FM&M is owned by WORK Inc., a nonprofit organization dedicated to creating training, employment, and meaningful opportunities for people with disabilities. The work you do here supports both a successful business and a meaningful mission.

We’re looking for a highly organized, proactive, and dependable Administrative Assistant to the Vice President who enjoys keeping people, priorities, and operations moving forward. This is more than a traditional administrative role. You’ll work closely with the Vice President while supporting a fast-paced, unionized, multi-site commercial janitorial and facility services operation. You’ll coordinate communications, track priorities, organize information, support union administration, prepare reports, and make sure important follow-up doesn’t fall through the cracks. You’ll interact with leadership, supervisors, employees, customers, vendors, and union representatives, giving you exposure to many aspects of the business.

What You’ll Do

Support the Vice President

• Manage calendars, meetings, appointments, correspondence, and follow-up.
• Prepare reports, spreadsheets, presentations, meeting materials, and business documents.
• Organize priorities, deadlines, action items, and special projects.
• Coordinate meetings and site visits and help move commitments from discussion to completion.
• Handle confidential employee, customer, operational, and company information with discretion.

Help Keep Operations Running Smoothly

• Track staffing, service issues, customer requests, operational changes, and follow-up needs.
• Maintain customer, facility, staffing, service, and contract documentation.
• Prepare operational reports that give leadership a clear view across the business.
• Coordinate information among the office, account management, supervisors, and field teams.
• Support supply, vendor, purchase order, invoice, and contract tracking.

Support Our Unionized Workforce

• Maintain organized employee and union-related records.
• Track requirements, notices, deadlines, and documentation related to collective bargaining agreements.
• Assist with union correspondence and labor-management meeting preparation.
• Track open items and management follow-up.
• Maintain sensitive documentation professionally and confidentially.

Be a Connector

Serve as an important point of coordination among leadership, supervisors, employees, customers, vendors, and union representatives, helping ensure everyone has the information they need and important requests receive timely follow-up.

Why Join FM&M?

• Competitive salary of $65,000-$68,000
• Consistent on-site weekday schedule: Monday-Friday, 7:00 a.m.-3:00 p.m.
• Convenient Dorchester location at 25 Beach Street with free parking
• Comprehensive benefits package
• Bonus opportunities supporting continued growth and development
• Hands-on experience in operations, executive support, customer service, business administration, and union workforce coordination
• Mission-driven work that supports employment opportunities for people with disabilities

Qualifications

What You’ll Bring

• Strong organization and attention to detail
• Professional, dependable, and responsive approach
• Clear and confident written and verbal communication
• Ability to manage multiple priorities and deadlines independently
• Comfort working with senior leaders and front-line employees
• Strong Microsoft Office skills, including Word, Excel, Outlook, Teams, and PowerPoint
• Sound judgment when handling confidential and sensitive information
• A positive, adaptable attitude and eagerness to learn

Experience That Will Help You Succeed

Administrative or executive support experience is preferred, particularly experience supporting a senior leader. Experience in a union environment, commercial janitorial services, property management, multi-site operations, or facility services is a plus, but candidates do not need industry experience to succeed.

Bilingual English/Spanish candidates are strongly preferred.