What are the responsibilities and job description for the Administrative Assistant position at ABM US?
Pay: $27-30/hour
The pay listed is the hourly range or the hourly rate for this position. A specific offer will vary based on applicant’s experience, skills, abilities, geographic location, and alignment with market data.
Benefit Information:
ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit ABM 2025 Employee Benefits | Staff and Management Team Members
Qualifications:
Education
• High School Diploma or GED required; college coursework or degree preferred.
Experience
• 1–3 years of administrative experience, preferably in operations, finance, billing, payroll, or client support.
• Experience supporting field operations, facilities services, or contract‑based environments is a plus.
Skills & Competencies
• Strong attention to detail with high accuracy in financial documentation.
• Proficient in Microsoft Excel and data tracking systems; experience with financial or operational databases preferred.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and follow up independently.
• Collaborative mindset with the ability to work across departments.
Responsibilities:
• Prepare and send monthly vacancy reports; follow up with internal stakeholders and clients to ensure timely submission, approval, and accurate records.
• Maintain and manage client vacancy and billing records in internal systems (e.g., Quickbase or similar platforms), troubleshooting issues and improving data accuracy to support financial reporting.
• Draft and distribute client correspondence related to union rate increases, contract updates, and financial approvals (e.g., March & August rate adjustments).
• Partner closely with Operations Managers to ensure accurate billing for services rendered and to resolve invoice discrepancies or client inquiries.
• Communicate regularly with clients to research, track, and resolve billing variances, credits, and rebills in a timely manner.
• Collaborate with Payroll to reconcile payroll‑related billing issues and ensure alignment between labor costs and invoicing.
• Review and approve monthly draft invoices, validating labor hours, rates, and contract terms to ensure billing accuracy prior to final submission.
• Process financial administrative requests including credits, rebills, job closures, new job setups, and Certificate of Insurance (COI) renewals or new COI submissions.
• Track and manage Daily Break Exceptions, including pre‑filling exception forms, coordinating manager signatures, and ensuring timely documentation submission to prevent compliance penalties.
• Maintain organized financial and operational records, ensuring audit readiness and adherence to company policies.
• Provide general administrative support and assist with special projects related to financial operations, reporting, and process improvements as assigned by management.
Administrative & Operational Support
• Support day‑to‑day administrative functions for Janitorial Operations, with an emphasis on financial accuracy and documentation.
• Prepare correspondence, reports, spreadsheets, and supporting documentation for operational and financial reviews.
• Assist leadership with tracking key financial deliverables and operational deadlines.
Communication & Coordination
• Serve as a liaison between Operations, Finance, Payroll, and external clients to ensure clear communication and timely issue resolution.
• Build strong working relationships with internal teams to support accurate billing and efficient workflows.
Process Improvement
• Identify opportunities to improve administrative and financial processes, reporting accuracy, and system efficiencies.
• Support implementation of process updates and standardized procedures across accounts when needed.
Other Duties
• Perform additional administrative or financial support duties as assigned to meet evolving operational needs.
Salary : $27 - $30