Administrative Assistant

ABM•San Francisco, CA

11d

About The Position

The Administrative Assistant will support day-to-day administrative functions for Janitorial Operations, with an emphasis on financial accuracy and documentation. This role involves preparing correspondence, reports, spreadsheets, and supporting documentation for operational and financial reviews. The assistant will also help leadership track key financial deliverables and operational deadlines. This position serves as a liaison between Operations, Finance, Payroll, and external clients to ensure clear communication and timely issue resolution, building strong working relationships with internal teams to support accurate billing and efficient workflows. Additionally, the role focuses on identifying opportunities to improve administrative and financial processes, reporting accuracy, and system efficiencies, and supporting the implementation of process updates and standardized procedures across accounts. Other duties include performing additional administrative or financial support duties as assigned to meet evolving operational needs.

Requirements

High School Diploma or GED required
1–3 years of administrative experience, preferably in operations, finance, billing, payroll, or client support.
Strong attention to detail with high accuracy in financial documentation.
Proficient in Microsoft Excel and data tracking systems
Excellent written and verbal communication skills.
Ability to manage multiple priorities, meet deadlines, and follow up independently.
Collaborative mindset with the ability to work across departments.

Nice To Haves

college coursework or degree preferred
experience with financial or operational databases preferred
Experience supporting field operations, facilities services, or contract‑based environments is a plus.

Responsibilities

Prepare and send monthly vacancy reports; follow up with internal stakeholders and clients to ensure timely submission, approval, and accurate records.
Maintain and manage client vacancy and billing records in internal systems (e.g., Quickbase or similar platforms), troubleshooting issues and improving data accuracy to support financial reporting.
Draft and distribute client correspondence related to union rate increases, contract updates, and financial approvals (e.g., March & August rate adjustments).
Partner closely with Operations Managers to ensure accurate billing for services rendered and to resolve invoice discrepancies or client inquiries.
Communicate regularly with clients to research, track, and resolve billing variances, credits, and rebills in a timely manner.
Collaborate with Payroll to reconcile payroll‑related billing issues and ensure alignment between labor costs and invoicing.
Review and approve monthly draft invoices, validating labor hours, rates, and contract terms to ensure billing accuracy prior to final submission.
Process financial administrative requests including credits, rebills, job closures, new job setups, and Certificate of Insurance (COI) renewals or new COI submissions.
Track and manage Daily Break Exceptions, including pre‑filling exception forms, coordinating manager signatures, and ensuring timely documentation submission to prevent compliance penalties.
Maintain organized financial and operational records, ensuring audit readiness and adherence to company policies.
Provide general administrative support and assist with special projects related to financial operations, reporting, and process improvements as assigned by management.
Support day‑to‑day administrative functions for Janitorial Operations, with an emphasis on financial accuracy and documentation.
Prepare correspondence, reports, spreadsheets, and supporting documentation for operational and financial reviews.
Assist leadership with tracking key financial deliverables and operational deadlines.
Serve as a liaison between Operations, Finance, Payroll, and external clients to ensure clear communication and timely issue resolution.
Build strong working relationships with internal teams to support accurate billing and efficient workflows.
Identify opportunities to improve administrative and financial processes, reporting accuracy, and system efficiencies.
Support implementation of process updates and standardized procedures across accounts when needed.
Perform additional administrative or financial support duties as assigned to meet evolving operational needs.