Administrative Assistant

ABM•Tracy, CA

14h•$21•Onsite

About The Position

The Administrative Assistant will manage all daily, weekly, and monthly site-level administrative tasks to support the Site Manager and operational delivery. This role involves coordinating roster updates, shift patterns, and attendance records to ensure accuracy and alignment with contractual staffing requirements. The assistant will also prepare standard operating documents, checklists, and compliance submissions for audits, SWOPs, and monthly operating reviews, while maintaining organized digital and physical records supporting safety, HR, operations, training, and payroll compliance.

Requirements

High school diploma or GED required.
1-3 years administrative experience preferred.
Must be 18 years of age or older.

Nice To Haves

College degree or equivalent work experience preferred.

Responsibilities

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.
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.
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.
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.
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.
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.