Bilingual Administrative Assistant

ABM•Boston, MA

2d•$24 - $28•Onsite

About The Position

The Administrative Assistant provides essential operational, administrative, and compliance support to the Boston Branch and the broader New England leadership team. This includes supporting Operations Managers, District Managers, the Branch Manager, and Regional Director responsible for Janitorial and Engineering services across the market. This role ensures accurate reporting, efficient communication across field teams, smooth hiring coordination, and strong administrative execution to support ABM’s service delivery. The ideal candidate is organized, proactive, detail‑oriented, and comfortable supporting multiple leaders in a dynamic, multi‑site environment.

Requirements

Bilingual (English/ Spanish ) preferred to support communication with diverse field teams across the New England market.
High school diploma or GED required; associate degree or administrative certification preferred.
1–2 years of administrative, operational, or office support experience; preferred experience in facilities, service, janitorial, engineering, logistics, or similar environments.
Strong proficiency with Microsoft Excel, Outlook, Word, Teams, and general data entry systems.
Ability to interpret and manage payroll data, hours tracking, and staffing schedules.
Outstanding organizational skills and ability to manage multiple simultaneous deadlines.
Excellent verbal and written communication skills.
High attention to detail with consistent accuracy in reporting and documentation.
Ability to collaborate effectively with Operations Managers, District Managers, Branch leadership, HR, TA, Finance, and field teams.
Self‑starter with strong follow‑through and ability to operate with minimal supervision.
Comfortable working with a diverse workforce and supporting multiple leaders in a fast‑paced environment.

Responsibilities

Branch Administrative & Operational Support Provide administrative support to Operations Managers, District Managers, Branch Manager, and Regional Directors across Janitorial and Engineering portfolios.
Manage day‑to‑day administrative tasks including scheduling, meeting coordination, document preparation, and follow‑up tracking.
Maintain organized digital and physical file systems for safety, HR, labor, operations, compliance, and financial records.
Assist with preparation of SOPs, meeting decks, checklists, audits, and monthly business review materials.
Support branch leadership by leveraging HR and other operational systems (e.g., Corrigo, ServiceNow) to track and follow up on open tickets, generate routine/ad hoc reports, and help maintain accurate, timely data.
Support coordination of branch meetings, regional leadership meetings, and interdepartmental communication.
Hours Tracking, Payroll Input & Labor Accuracy Enter, validate, and maintain accuracy of weekly hours, PTO, overtime, labor codes, and shift changes in ABM systems (including ePay).
Review rostered vs delivered hours and identify discrepancies requiring leadership follow‑up.
Support leadership with preparation of labor and cost data for P&L review, budget forecasting, and performance tracking.
Ensure timely and accurate payroll inputs to reduce corrections, variances, and billing inconsistencies.
Recruitment, Onboarding & Workforce Administration Serve as the primary branch liaison to Talent Acquisition for ongoing hiring needs in the New England region.
Schedule interviews, coordinate communication with candidates, and ensure smooth transition from screening to offer.
Support new hire onboarding: I‑9 coordination, badge requests, uniform distribution, orientation preparation, and Day 1 readiness.
Maintain hiring trackers, onboarding logs, and new hire milestone follow‑ups (Day 7, 30, 60).
Help ensure staffing plans and hiring pipelines remain aligned with operational needs across multiple districts.
Compliance, Reporting & Governance Assist leadership with safety reporting, incident logs, LMS compliance tracking, HR deliverables, and corrective action documentation.
Prepare required weekly/monthly reports for Finance, HR, Safety, Network Ops, and branch leadership.
Support New England teams in preparing for internal audits, client audits, and compliance reviews (GAT, SWOPs, Near Miss, etc.).
Ensure local branch processes align with ABM policies, legal requirements, and client contractual standards.
Communication, Coordination & Stakeholder Support Act as an administrative communication hub between branch leadership, field leaders, HR, TA, Payroll, Finance, and BIT.
Organize and distribute operational updates, roster changes, shift information, and communication to field supervisors.
Maintain exceptional customer service and professionalism while interacting with internal leaders, frontline teams, and external partners.
Process Improvement Identify opportunities to improve administrative workflows and increase efficiency at the branch and regional level.
Support rollout of new tools, reporting systems, and process updates driven by Corporate, Regional, or BIT teams.
Provide feedback from field leaders to help refine tools, data accuracy, and ease‑of‑use for operational teams.
Other Duties Additional tasks may be assigned to support branch, district, or regional business needs.
Responsibilities may shift based on market volume, seasonal initiatives, or company priorities.