Overview

Administrative Assistant Jobs in San Francisco, USA at ABM Industries

Overview

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 ()

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

  • 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.

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

REQNUMBER: 151081

ABM is proud to be an Equal Opportunity Employer qualified applicants without regard race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected factor under federal, state, or local law. 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 .

We will provide you with assistance and make a determination on your request for reasonable accommodation on a case‑by‑case basis.

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Title: Administrative Assistant

Company: ABM Industries

Location: San Francisco, USA

Category:

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