Administration Assistant

Position Summary

We are seeking a highly organized, dependable, and professional Administrative Assistant to support the day-to-day operations of our growing security company. This position will assist with administrative functions, client communication, employee records, scheduling, documentation, and general office operations.

The ideal candidate is detail-oriented, trustworthy, able to handle confidential information, and comfortable working in a fast-paced startup environment where priorities may change quickly.

Key Responsibilities

Administrative & Office Support

• Manage daily administrative tasks and maintain organized electronic and physical files.
• Prepare, format, and maintain company documents, reports, forms, and correspondence.
• Answer phone calls, emails, and general inquiries professionally.
• Schedule meetings, appointments, interviews, and other company activities.
• Maintain calendars and assist management with administrative tasks.
• Order and track office supplies and equipment as needed.

Security Operations Support

• Assist with maintaining employee and security officer records.
• Maintain organized personnel files, training records, certifications, and required documentation.
• Assist with employee onboarding and offboarding paperwork.
• Help maintain schedules, post assignments, and communicate schedule changes to personnel.
• Prepare daily, weekly, or monthly administrative reports.
• Assist management with incident reports, client documentation, and other operational paperwork.
• Maintain accurate records related to company operations and client accounts.

Client & Customer Service

• Communicate with clients and prospective clients by phone, email, and other approved communication channels.
• Assist with preparing proposals, service agreements, invoices, and other client documents.
• Maintain client contact information and account records.
• Follow up with clients regarding documents, scheduling, service requests, and administrative matters.
• Provide professional customer service while representing the company.

Recruiting & Employee Support

• Assist with posting job openings and organizing applications.
• Schedule interviews and communicate with applicants.
• Assist with new-hire paperwork and onboarding processes.
• Maintain employee contact information and administrative records.
• Help coordinate training, meetings, and employee communications.

Compliance & Confidentiality

• Maintain confidential employee, client, and company information.
• Assist management with organizing licensing, training, certification, and compliance documentation.
• Ensure records are complete, accurate, and properly stored.
• Follow company policies and applicable laws and regulations.
• Immediately report administrative or documentation issues to management.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 1–2 years of administrative, office, customer service, or related experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional telephone and email etiquette.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to learn scheduling, payroll, CRM, and other company software.
• Ability to work independently and prioritize multiple tasks.
• Must demonstrate reliability, professionalism, and good judgment.

Preferred Qualifications

• Experience with employee scheduling or workforce management.
• Experience with QuickBooks, payroll systems, CRM platforms, or accounting software.
• Experience maintaining personnel or compliance records.
• Bilingual skills are a plus.

Personal Attributes

The successful candidate should be:

• Dependable and punctual
• Professional and courteous
• Organized and detail-oriented
• Trustworthy and discreet
• Proactive and self-motivated
• Comfortable working in a startup environment
• Able to handle confidential information
• Able to communicate effectively with employees, clients, and management

Pay: $18.00 - $19.00 per hour

Expected hours: 20.0 – 30.0 per week

Work Location: Hybrid remote in San Antonio, TX 78217