Administrative Assistant

ABM US•Richmond, TX

15h

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 delivers accurate and timely reporting for multiple sites; manages employee rosters and hours inputs; coordinates hiring and onboarding; and supports account governance processes. It helps ensure site-level data is reliable, complete, and consistent, and strengthens compliance execution. The position manages routine site administration and records; supports payroll and hours validation; coordinates recruiting and onboarding; prepares compliance, audit, and operational reporting; and serves as an administrative liaison among site personnel and ABM teams. It also identifies opportunities to standardize and improve processes and supports adoption of new systems and governance frameworks. Duties may be modified to support operational needs, compliance requirements, or account-wide initiatives.

Requirements

High school diploma or GED required.
Minimum 1–2 years of similar administrative or operational support experience.
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 and ability to produce accurate, consistent reporting.
Ability to collaborate with Site Managers, Shift Leads, HR, Talent Acquisition, and central operations teams.
Proactive, reliable, and capable of working with minimal supervision.
Strong interpersonal skills and ability to work effectively within a diverse workforce.

Nice To Haves

Associate’s degree or administrative certification.
Driver’s license.
Experience in facilities management, logistics, or distribution environments.

Responsibilities

Manage daily, weekly, and monthly site-level administrative tasks supporting the Site Manager and operational delivery.
Coordinate roster updates, shift patterns, and attendance records to align with contractual staffing requirements.
Prepare operating documents, checklists, and compliance submissions for audits, SWOPs, and monthly operating reviews.
Maintain organized digital and physical records for safety, HR, operations, training, and payroll compliance.
Complete accurate Epay inputs for hours, PTO, shift changes, cross-site support, and retroactive adjustments in accordance with ABM policy.
Ensure correct Epay Sub usage and maintain documentation for shift swaps, additional shifts, and cross-support labor.
Validate hours weekly, including rostered versus delivered hours, overtime exceptions, and labor code usage.
Support preparation of site-level cost inputs for P&L review and flag anomalies or compliance risks to the Site Manager.
Liaise with Talent Acquisition on 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 hires through Day 7, Day 30, and Day 60 checkpoints; maintain applicant status logs and onboarding checklists; and support site hiring plans.
Complete or coordinate 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 audits, and internal governance reviews.
Ensure adherence to contractual, legal, and policy requirements across operational and administrative workflows.
Coordinate communication among the Site Manager and ABM teams, including Talent Acquisition, HR, Payroll, Finance, and BIT.
Communicate roster information, changes, and operational updates to frontline supervisors and shift leaders.
Maintain professional administrative relationships with site point-of-contact stakeholders.
Identify opportunities to streamline administrative tasks 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 refine tools and improve field usability.
Perform other duties as assigned to support operational needs, compliance requirements, or account-wide initiatives.