Administrative Assistant

ABM Industries; New York (NY); On-site; USD 36,000 - 51,000; Full time

Benefits offered by this job

Bonus program

Job summary

ABM Industries is seeking an Operations Administrator in New York to provide dedicated administrative, operational, and compliance support at the site level, enabling Site Managers to focus on leadership, safety, client engagement, and service excellence.

This role handles reporting, roster and hours tracking, onboarding coordination, and governance support across the account, with a strong emphasis on accuracy and timely delivery.

Qualifications

• High school diploma or GED required; associate’s degree or administrative certification preferred.
• 1–2 years of administrative or operational support experience; facilities/logistics experience preferred.
• Proficiency in Microsoft Excel, Outlook, Teams; data entry systems.

Responsibilities

• Manages daily site-level administrative tasks to support the Site Manager and operational delivery.
• Coordinates roster updates, shift patterns, and attendance records to align with staffing requirements.
• Supports recruitment, onboarding, I-9 coordination, and site orientation preparations.
• Serves as the point of contact for cross-team coordination (TA, HR, Payroll, Finance, BIT) and ensures timely reporting.
• Identifies opportunities to streamline administrative tasks and improve usability of tools.

Skills

Excel

Outlook

Teams

Data entry

English

Organization

Collaboration

Proactive

Education

High school diploma

Associate degree

Administrative certification

Job description

Operations Administrator

The Operations Administrator provides dedicated administrative, operational, and compliance support at site level to enable Site Managers to focus on strategic leadership, safety performance, client engagement, and operational excellence. This role is responsible for delivering accurate and timely reporting for the site, managing employee rosters and hours inputs, coordinating hiring and onboarding activity, and supporting governance processes across the account.

Pay: $31.25 per hour

The pay listed is the salary range for this position. Any specific offer will vary based on the successful applicant’s education, experience, skills, abilities, geographic location, and alignment with market data. You may be eligible to participate in a Company incentive or bonus program

Benefits: ABM offers a comprehensive benefits package. For information about ABM's benefits, visit

Benefits | Staff & Management

Qualifications

High school diploma or GED required; associate’s degree or administrative certification preferred.

• Minimum 1-2 years of similar administrative or operational support experience; experience in facilities management, logistics, distribution environments preferred.
• Strong 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 with the ability to produce accurate, consistent reporting.
• Ability to work collaboratively with Site Managers, Shift Leads, HR, TA, and central operations teams.
• Must be proactive, reliable, and capable of working with minimal supervision.
• Strong interpersonal skills and the ability to work effectively within a diverse workforce.

Responsibilities

Administrative & Operational Support

• Manages all daily, weekly, and monthly site-level administrative tasks that support the Site Manager and operational delivery.
• Coordinates roster updates, shift patterns, and attendance records to ensure accuracy and alignment with contractual staffing requirements.
• Prepares standard operating documents, checklists, and compliance submissions required for audits and monthly operating reviews.
• Organizes and maintains the mailroom including receiving, sorting, and sending of incoming and outgoing mail
• Maintains organized digital and physical records supporting safety, HR, operations, training, and payroll compliance.

Hours Tracking, Payroll Input & Financial Accuracy

• Completes accurate Epay inputs including hours, PTO, shift changes, cross-site support, and retro adjustments in line with ABM policy.
• Ensures correct Epay Sub usage and supports documentation for shift swaps, additional shifts, and cross-support labor.
• Performs weekly validation of hours, rostered vs delivered hours, OT exceptions, and correct labor code utilization.

Recruitment, Onboarding & Talent Support

• Acts as the site-level liaison for Talent Acquisition, ensuring smooth candidate flow, interview scheduling, offer processing, and Day 1 readiness.
• Supports early-stage onboarding including I-9 coordination, site orientation preparation, badge activation, and uniform allocation.
• Maintains applicant status logs, onboarding checklists, and supports site hiring plans.

Communication & Coordination

• Serves as the administrative point of contact for Site Managers, ensuring smooth coordination across ABM teams (TA, HR, Payroll, Finance, BIT).
• Maintains strong relationships with site POC stakeholders during administrative interactions while representing ABM professionalism and consistency.

Process Improvement

• Identifies opportunities to streamline administrative tasks through standardization, templates, and process improvement
• Provides feedback from site-level execution to central teams to refine tools and improve usability for the field.

Other duties as assigned

Job duties may be modified at any time to support operational needs, compliance requirements, or account-wide initiative