Administrative Assistant

Responsibilities

The Operations Administrator provides site-level administrative, operational, and compliance support to enable Site Managers to focus on strategic leadership. Key duties include managing employee rosters, payroll inputs, recruitment coordination, and ensuring accurate reporting for multiple sites.

Requirements

Candidates must have a high school diploma or GED, with an associate's degree or administrative certification preferred. A minimum of 1–2 years of relevant administrative or operational experience is required, along with strong proficiency in Microsoft Office and data management.

Skills

• Administrative support
• Operational support
• Compliance reporting
• Data entry
• Payroll management
• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• Roster management
• Onboarding
• Communication
• Time management
• Attention to detail
• Facilities management
• Logistics
• Process improvement

Benefits

• Comprehensive benefits package

About this role

The Operations Administrator provides dedicated administrative, operational, and
compliance support at site level to enable Site Managers to focus on strategic
leadership, safety performance, client engagement, and operational excellence.
This role is responsible for delivering accurate and timely reporting for
multiple sites, managing employee rosters and hours inputs, coordinating hiring
and onboarding activity, and supporting governance processes across the account.
The Operations Administrator ensures the reliability, completeness, and
consistency of site-level data, and strengthens compliance execution.

Benefit Information: ABM offers a comprehensive benefits package. For
information about ABM’s benefits, visit ABM Team Member Benefits | Staff &
Management
[https://media.abm.com/wp-content/uploads/AnnualBenefitFlyers/Recruiting%20Flyer%20-%20Staff%20&%20Mgmt.pdf]

RESPONSIBILITIES

Administrative & Operational Support 

* Manages all daily, weekly, and monthly site-level administrative tasks that
support the Site Manager and operational delivery.
* Coordinates roster updates, shift patterns, and attendance records to ensure
accuracy and alignment with contractual staffing requirements.
* Prepares standard operating documents, checklists, and compliance submissions
required for audits, SWOPs  and monthly operating reviews.
* Maintains organized digital and physical records supporting safety, HR,
operations, training, and payroll compliance.

Hours Tracking, Payroll Input & Financial Accuracy

* Completes accurate Epay inputs including hours, PTO, shift changes,
cross-site support, and retro adjustments in line with ABM policy.
* Ensures correct Epay Sub usage and supports documentation for shift swaps,
additional shifts, and cross-support labor.
* Performs weekly validation of hours, rostered vs delivered hours, OT
exceptions, and correct labor code utilization.
* Supports preparation of site-level cost inputs for P&L review, flagging
anomalies or compliance variance risks to the Site Manager.

Recruitment, Onboarding & Talent Support

* Acts as the site-level liaison for Talent Acquisition, ensuring smooth
candidate flow, interview scheduling, offer processing, and Day 1 readiness.
* Supports early-stage onboarding including I-9 coordination, site orientation
preparation, badge activation, and uniform allocation.
* Tracks new hire progress through Day 7, Day 30, and Day 60 checkpoints to
reduce early attrition.
* Maintains applicant status logs, onboarding checklists, and supports site
hiring plans.

Compliance, Governance & Reporting

* Ensures timely and accurate completion of compliance deliverables including
safety reporting, accident logs, LMS training records, roster reviews, and
corrective actions.
* Prepares weekly/monthly data for Network Ops, BIT, Finance, Safety, and HR as
required.
* Supports SWOPs, Near Miss, Global Auditing Tool (GAT) audits and internal
governance reviews.
* Ensures adherence to contractual, legal, and policy requirements across all
operational and administrative workflows.

Communication & Coordination

* Serves as the administrative point of contact for Site Manager, ensuring
smooth coordination across ABM teams (TA, HR, Payroll, Finance, BIT).
* Provides clear, organized communication to frontline supervisors and shift
leaders regarding rosters, changes, and operational updates.
* Maintains strong relationships with site POC stakeholders during
administrative interactions while representing ABM professionalism and
consistency.

Process Improvement

* Identifies opportunities to streamline administrative tasks through
standardization, templates, and process improvements.
* Supports the adoption of new systems, reporting tools, and governance
frameworks deployed by BIT, CI, or Network Operations.
* Provides feedback from site-level execution to central teams to refine tools
and improve usability for the field.

Other duties as assigned

Job duties may be modified at any time to support operational needs, compliance
requirements, or account-wide initiatives.

QUALIFICATIONS

* High school diploma or GED required; associate’s degree or administrative
certification preferred.
* Driver’s License preferred.
* Minimum 1–2 years of similar administrative or operational support
experience; experience in facilities management, logistics, distribution
environments preferred.
* Strong proficiency in Microsoft Excel, Outlook, Teams, and data entry
systems.
* Ability to interpret and accurately manage hours, payroll inputs, and
staffing schedules.
* Excellent verbal and written communication skills in English.
* Strong organizational skills and ability to manage multiple deadlines
simultaneously.
* High attention to detail with the ability to produce accurate, consistent
reporting.
* Ability to work collaboratively with Site Managers, Shift Leads, HR, TA, and
central operations teams.
* Must be proactive, reliable, and capable of working with minimal supervision.
* Strong interpersonal skills and the ability to work effectively within a
diverse workforce.

ABM (NYSE: ABM) is one of the world’s largest providers of integrated facility,
engineering, and infrastructure solutions. Every day, our over 100,000 team
members deliver essential services that make spaces cleaner, safer, and
efficient, enhancing the overall occupant experience.
 
ABM serves a wide range of market sectors including commercial real estate,
aviation, education, mission critical, and manufacturing and distribution. With
over $8 billion in annual revenue and a blue-chip client base, ABM delivers
innovative technologies and sustainable solutions that enhance facilities and
empower clients to achieve their goals. Committed to creating smarter, more
connected spaces, ABM is investing in the future to meet evolving challenges and
buil...

About ABM US

Facilities Services · 10,001+ employees · headquartered in New York · founded 1909