Job Description

Compensation: $24.00 - $28.00 / Hourly

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 ABM Employee Benefits | Staff & Management

Shift: Monday – Friday, 8:00 AM – 4:00 PM

Location: On‑Site,Somerville, MA

The Administrative Assistant provides essential operational, administrative, and compliance support to the Boston Branch and the broader New England leadership team. This includes supporting Operations Managers, District Managers, the Branch Manager, and Regional Director responsible for Janitorial and Engineering services across the market.

This role ensures accurate reporting, efficient communication across field teams, smooth hiring coordination, and strong administrative execution to support ABM’s service delivery. The ideal candidate is organized, proactive, detail‑oriented, and comfortable supporting multiple leaders in a dynamic, multi‑site environment.

Branch Administrative & Operational Support

• Provide administrative support to Operations Managers, District Managers, Branch Manager, and Regional Directors across Janitorial and Engineering portfolios.
• Manage day‑to‑day administrative tasks including scheduling, meeting coordination, document preparation, and follow‑up tracking.
• Maintain organized digital and physical file systems for safety, HR, labor, operations, compliance, and financial records.
• Assist with preparation of SOPs, meeting decks, checklists, audits, and monthly business review materials.
• Support branch leadership by leveraging HR and other operational systems (e.g., Corrigo, ServiceNow) to track and follow up on open tickets, generate routine/ad hoc reports, and help maintain accurate, timely data.
• Support coordination of branch meetings, regional leadership meetings, and interdepartmental communication.

Hours Tracking, Payroll Input & Labor Accuracy

• Enter, validate, and maintain accuracy of weekly hours, PTO, overtime, labor codes, and shift changes in ABM systems (including ePay).
• Review rostered vs delivered hours and identify discrepancies requiring leadership follow‑up.
• Support leadership with preparation of labor and cost data for P&L review, budget forecasting, and performance tracking.
• Ensure timely and accurate payroll inputs to reduce corrections, variances, and billing inconsistencies.

Recruitment, Onboarding & Workforce Administration

• Serve as the primary branch liaison to Talent Acquisition for ongoing hiring needs in the New England region.
• Schedule interviews, coordinate communication with candidates, and ensure smooth transition from screening to offer.
• Support new hire onboarding: I‑9 coordination, badge requests, uniform distribution, orientation preparation, and Day 1 readiness.
• Maintain hiring trackers, onboarding logs, and new hire milestone follow‑ups (Day 7, 30, 60).
• Help ensure staffing plans and hiring pipelines remain aligned with operational needs across multiple districts.

Compliance, Reporting & Governance

• Assist leadership with safety reporting, incident logs, LMS compliance tracking, HR deliverables, and corrective action documentation.
• Prepare required weekly/monthly reports for Finance, HR, Safety, Network Ops, and branch leadership.
• Support New England teams in preparing for internal audits, client audits, and compliance reviews (GAT, SWOPs, Near Miss, etc.).
• Ensure local branch processes align with ABM policies, legal requirements, and client contractual standards.

Communication, Coordination & Stakeholder Support

• Act as an administrative communication hub between branch leadership, field leaders, HR, TA, Payroll, Finance, and BIT.
• Organize and distribute operational updates, roster changes, shift information, and communication to field supervisors.
• Maintain exceptional customer service and professionalism while interacting with internal leaders, frontline teams, and external partners.

Process Improvement

• Identify opportunities to improve administrative workflows and increase efficiency at the branch and regional level.
• Support rollout of new tools, reporting systems, and process updates driven by Corporate, Regional, or BIT teams.
• Provide feedback from field leaders to help refine tools, data accuracy, and ease‑of‑use for operational teams.

Other Duties

• Additional tasks may be assigned to support branch, district, or regional business needs.
• Responsibilities may shift based on market volume, seasonal initiatives, or company priorities.

Qualifications

• Bilingual (English/ Spanish) preferred to support communication with diverse field teams across the New England market.
• High school diploma or GED required; associate degree or administrative certification preferred.
• 1–2 years of administrative, operational, or office support experience; preferred experience in facilities, service, janitorial, engineering, logistics, or similar environments.
• Strong proficiency with Microsoft Excel, Outlook, Word, Teams, and general data entry systems.
• Ability to interpret and manage payroll data, hours tracking, and staffing schedules.
• Outstanding organizational skills and ability to manage multiple simultaneous deadlines.
• Excellent verbal and written communication skills.
• High attention to detail with consistent accuracy in reporting and documentation.
• Ability to collaborate effectively with Operations Managers, District Managers, Branch leadership, HR, TA, Finance, and field teams.
• Self‑starter with strong follow‑through and ability to operate with minimal supervision.
• Comfortable working with a diverse workforce and supporting multiple leaders in a fast‑paced environment.

ABM (NYSE: ABM) is one of the world’s largest providers of integrated facility, engineering, and infrastructure solutions. Every day, our over 100,000 team members deliver essential services that make spaces cleaner, safer, and efficient, enhancing the overall occupant experience.
ABM serves a wide range of market sectors including commercial real estate, aviation, education, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. Committed to creating smarter, more connected spaces, ABM is investing in the future to meet evolving challenges and build a healthier, thriving world. ABM: Driving possibility, together.

ABM is an Equal Employment Opportunity (EEO) employer that does not discriminate on the basis of any trait or characteristic protected by applicable federal, state, or local law, including disability and protected veteran status. ABM is committed to working with and providing reasonable accommodation to individuals with disabilities. If you have a disability and need assistance in completing the employment application, please call 888-328-8606. We will provide you with assistance and make a determination on your request for reasonable accommodation on a case-by-case basis.

ABM participates in the U.S. Department of Homeland Security E-Verify program. E-Verify is an internet-based system used to electronically confirm employment eligibility.

ABM is a military-friendly company proudly employing thousands of men and women who have served in the U.S. military. With ABM, you’ll have access to a world-class training program and ample opportunities to use the skills you developed while serving our country. Whether you’re looking for a frontline or professional position, you can find post-military career opportunities across ABM.

ABM directs all applicants to apply at www.abm.com/careers ABM does not accept unsolicited resumes or submissions outside of this portal. Applicants should submit their application by clicking Apply Now.
For more information, visit www.abm.com