Operations Admin Specialist: Reporting & Onboarding

Union Depot; Seattle (WA); On-site; USD 38,000 - 53,000; Full time

Job summary

ABM is seeking an Operations Administrator to provide site-level administrative, operational, and compliance support. You will manage rosters, hours inputs, onboarding, and governance processes while ensuring accurate reporting across the site.

The role emphasizes data reliability, safety and payroll compliance, and collaboration with Site Managers and HR/Finance teams. A strong Excel/Outlook/Teams skill set is required and a proactive, detail-oriented mindset is essential.

Qualifications

• High school diploma or GED required; associate’s degree or administrative certification preferred.
• Excellent verbal and written communication in English.
• Strong organizational skills with ability to manage multiple deadlines.

Responsibilities

• 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.
• 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.
• Acts as the site-level liaison for Talent Acquisition, ensuring smooth candidate flow, interview scheduling, offer processing, and Day 1 readiness.
• Supports 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.
• Ensures timely completion of compliance deliverables including safety reporting, accident logs, LMS training records, roster reviews, and corrective actions.

Skills

Administrative support

Communication

Organizational skills

Attention to detail

Hours/payroll understanding

Education

High school diploma or GED

Associate degree or admin certification preferred

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Data entry systems

Job description

ABM is seeking an Operations Administrator to provide site-level administrative, operational, and compliance support. You will manage rosters, hours inputs, onboarding, and governance processes while ensuring accurate reporting across the site.

The role emphasizes data reliability, safety and payroll compliance, and collaboration with Site Managers and HR/Finance teams. A strong Excel/Outlook/Teams skill set is required and a proactive, detail-oriented mindset is essential.