Administrative Assistant

ABM industries; Santa Clara (CA); On-site; USD 34,000 - 49,000; Full time

Job summary

ABM Industries in Santa Clara, CA is seeking an Operations Administrator to provide dedicated administrative, operational, and compliance support at the site level. The role enables Site Managers to focus on leadership, safety, client engagement, and operations while delivering timely reporting and accurate payroll inputs.

You will coordinate hiring, onboarding, and Day 1 readiness, maintain rosters, and support governance processes across the Amazon account.

Qualifications

• High school diploma or GED required; associate’s degree or administrative certification preferred.
• Minimum 1–2 years of administrative or operational support experience; facilities management, logistics, or distribution experience preferred.
• Strong proficiency in Microsoft Excel, Outlook, and Teams; familiarity with data-entry systems.
• Excellent verbal and written communication in English.

Responsibilities

• Manages daily, weekly, and monthly site-level administrative tasks supporting the Site Manager and operations.
• Coordinates roster updates, shift patterns, and attendance to meet contractual staffing requirements.
• Prepares standard operating documents, checklists, and compliance submissions for audits and monthly reviews.
• Maintains organized records supporting safety, HR, operations, training, and payroll compliance.
• Completes accurate payroll inputs (hours, PTO, shift changes) in line with policy.
• Tracks new hire progress and supports onboarding including Day 1 readiness.

Skills

Organizational skills

Attention to detail

Verbal & written communication

Data entry systems

Education

High school diploma or GED

Associate's degree or administrative certification

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Pay:

$30/HR

The pay listed is the hourly range or the hourly rate for this position. A specific offer will vary based on applicant’sexperience, skills, abilities, geographic location,and alignment with market data.

Benefit Information:

ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit Annual Benefits-Staff and Management

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 multiple sites, managing employee rosters and hours inputs, coordinating hiring and onboarding activity, and supporting governance processes across the Amazon account. The Operations Administrator ensures the reliability, completeness, and consistency of site-level data, and strengthens compliance execution.

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, SWOPs and monthly operating reviews.
• 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.
• Supports preparation of site-level cost inputs for P&L review, flagging anomalies or compliance variance risks to the Site Manager.

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.
• Tracks new hire progress through Day 7, Day 30, and Day 60 checkpoints to reduce early attrition.
• Maintains applicant status logs, onboarding checklists, and supports site hiring plans.

Compliance, Governance & Reporting

• Ensures timely and accurate completion of compliance deliverables including safety reporting, accident logs, LMS training records, roster reviews, and corrective actions.
• Prepares weekly/monthly data for Network Ops, BIT, Finance, Safety, and HR as required.
• Supports SWOPs, Near Miss, Global Auditing Tool (GAT) audits and internal governance reviews.
• Ensures adherence to contractual, legal, and policy requirements across all operational and administrative workflows.

Communication & Coordination

• Serves as the administrative point of contact for Site Manager, ensuring smooth coordination across ABM teams (TA, HR, Payroll, Finance, BIT).
• Provides clear, organized communication to frontline supervisors and shift leaders regarding rosters, changes, and operational updates.
• 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 improvements.
• Supports the adoption of new systems, reporting tools, and governance frameworks deployed by BIT, CI, or Network Operations.
• 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 initiatives.

Qualifications:

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

$30 - $30 an hour