Administrative Assistant

ABM US•Spokane, WA

About The Position

The Operations Administrator provides dedicated administrative, operational, and compliance support at the site level, enabling Site Managers to focus on strategic leadership, safety performance, client engagement, and operational excellence. The role supports multiple sites by delivering accurate and timely reporting, managing employee rosters and hours inputs, coordinating hiring and onboarding, and supporting governance processes across the Amazon account. It helps ensure site-level data is reliable, complete, and consistent, and strengthens compliance execution. The position manages routine site administration, hours and payroll inputs, recruitment and onboarding coordination, compliance reporting, and communication across ABM teams and site stakeholders. It also identifies process improvements, supports implementation of new systems and reporting tools, and shares field feedback with central teams. Job duties may be modified to support operational needs, compliance requirements, or account-wide initiatives.

Responsibilities

Manage daily, weekly, and monthly site-level administrative tasks that support Site Managers and operational delivery.
Coordinate roster updates, shift patterns, and attendance records to ensure accuracy and alignment with contractual staffing requirements.
Prepare standard operating documents, checklists, and compliance submissions for audits, SWOPs, and monthly operating reviews.
Maintain organized digital and physical records supporting safety, HR, operations, training, and payroll compliance.
Enter hours, PTO, shift changes, cross-site support, and retroactive adjustments in Epay in accordance with ABM policy.
Ensure correct Epay Sub usage and document shift swaps, additional shifts, and cross-support labor.
Validate hours weekly, including rostered versus delivered hours, overtime exceptions, and labor code usage.
Support site-level cost inputs for P&L reviews and flag anomalies or compliance variance risks to the Site Manager.
Liaise with Talent Acquisition and coordinate candidate flow, interview scheduling, offer processing, and Day 1 readiness.
Support onboarding, including I-9 coordination, site orientation preparation, badge activation, and uniform allocation.
Track new-hire progress through Day 7, Day 30, and Day 60 checkpoints, and maintain applicant status logs and onboarding checklists.
Support site hiring plans.
Complete compliance deliverables, including safety reporting, accident logs, LMS training records, roster reviews, and corrective actions.
Prepare weekly and monthly data for Network Ops, BIT, Finance, Safety, and HR as required.
Support SWOPs, Near Miss, Global Auditing Tool (GAT) audits, and internal governance reviews.
Ensure operational and administrative workflows adhere to contractual, legal, and policy requirements.
Serve as the administrative point of contact for the Site Manager and coordinate with ABM Talent Acquisition, HR, Payroll, Finance, and BIT teams.
Communicate roster information, changes, and operational updates to frontline supervisors and shift leaders.
Maintain relationships with site point-of-contact stakeholders while representing ABM professionally and consistently.
Identify opportunities to streamline administrative work through standardization, templates, and process improvements.
Support adoption of systems, reporting tools, and governance frameworks deployed by BIT, CI, or Network Operations.
Provide site-level feedback to central teams to improve tools and their usability for field staff.
Perform other duties as assigned.