Administrative Assistant

Overview

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.