Administrative Assistant

Job Title

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.

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.

Qualifications

Education High School Diploma or GED required; college coursework or degree preferred.

Experience 13 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.

Military and veteran friendly employer, veterans and candidates with military experience encouraged to apply MOS Army: 51L; MOS AF: 3E131; MOS USCG: 1701; MOS USN: 3E1X1; MOS USSF: H190; MOS USMC: 1161

About Us

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 View phone number on click.appcast.io. 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 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

Job Info

• Job Identification 151081
• Posting Date 05/05/2026, 07:18 PM
• Job Schedule Full time
• Locations San Francisco, CA, United States
• Job Category Facilities
• Work Days Full Time Days
• Workplace On-site