What are the responsibilities and job description for the Administrative Assistant position at ABM US?
The Administrative Assistant is responsible for all basic office administrative tasks including, but not limited to, corresponding directly with Education Services client, ABM Staff, new hire on-boarding, answering phones, filing, data entry, ordering supplies, payroll assistance and will perform any additional duties as directed by Management. This position reports directly to the Account Manager and provides additional support to the Assistant Account Managers as needed.
Hours: Monday 6 AM - 2:30 PM, Tuesday - Friday 8 AM - 4:30 PM.
2025 Benefits
ABM Employee Benefits | Staff & Management
Essential Duties
Administrative Functions
Payroll for 200 team members - this is done on Mondays.
- Assist the Account Manager and/or Assistant Account Managers with any admin duties
- Conduct and answer phone calls/emails & door access intercom system
- Create and maintain weekly spreadsheets for processing, staffing roster, PTO accruals and trackers, seniority lists, etc.
- Verify and create schedules and hourly reports for staff in EPAY
- Track daily missed punches and communicate with staff members to get them corrected
- Assist with client access to the School Dude work order system.
- Maintain files and documents organized for easy management access
- Mail checks for hourly employees
- Complete and send off Employee change forms
- Oversee that all tags have been submitted and approved by each manager
- Assist managers with ordering supplies
- Keep record of all Safety trainings
- Maintain small tools and equipment inventory files
- Finger printing Program and Paperwork
- Assist with Tag Pricer, & Corrigo Work Orders
HR related functions
- Review all incoming applications, and conduct phone screens
- Schedule interviews and assist managers in conducting them as needed
- Conducts and follow up on all background checks and badging
- Onboard new hires through the Sterling system, and assist them through the entire hiring process
- Provide manager and employees with employee number once hired.
- Schedule and assist in training/orientations for new employees as needed
- Create new employee personnel folders, and maintain all employee files
- Disposition applicants as needed
- Sign employees up for Docudelivery, Direct Deposit, Money Network Card etc.
- Complete employment verification requests
- Assist managers/HR staff with unemployment claims
- Forward Garnishments
- Create a monthly discrepancy for Anniversary pay and submit to payroll
- Assist hourly employees with any questions or concerns
Minimum Requirements
- High School Diploma or GED required. Associate or bachelor’s degree in applicable field of study preferred.
- Two (2) or more years of Office Administrative experience.
- One (1) or more years of budgeting, expense control, and scheduling experience.
- Demonstrate an advance level of experience with Microsoft Office software applications, including Outlook, Excel, and Word.
- Employee must be internet/computer savvy.
- Human Resources coordinator experience preferred.
