Administrative Assistant

ABM•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 is responsible for the reliability, completeness, and consistency of site-level data and for strengthening compliance execution. The position handles administrative workflows related to operations, payroll inputs and labor accuracy, recruitment and onboarding, compliance reporting, communication, and process improvement. Duties may be modified to support operational needs, compliance requirements, or account-wide initiatives.

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, ensuring accuracy and alignment with contractual staffing requirements.
Prepare operating documents, checklists, and compliance submissions for audits, SWOPs, and monthly operating reviews.
Maintain organized digital and physical records related to safety, HR, operations, training, and payroll compliance.
Complete Epay inputs for hours, PTO, shift changes, cross-site support, and retroactive adjustments in line 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 utilization.
Support preparation of site-level cost inputs for P&L review and flag anomalies or compliance-variance risks to the Site Manager.
Coordinate with Talent Acquisition on candidate flow, interview scheduling, offer processing, and Day 1 readiness.
Support onboarding activities, 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; maintain applicant-status logs and onboarding checklists and support 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 audits, and internal governance reviews.
Ensure adherence to contractual, legal, and policy requirements across administrative and operational workflows.
Coordinate across ABM teams, including Talent Acquisition, HR, Payroll, Finance, and BIT, and provide organized operational updates to frontline supervisors and shift leaders.
Maintain professional administrative relationships with site point-of-contact stakeholders.
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, and provide field feedback to improve usability.
Perform other duties as assigned; duties may be modified to meet operational needs, compliance requirements, or account-wide initiatives.