Office Administrator / Business Development Specialist (Physical Security Company)

Job Description

Job Summary

The Office Administrator / Business Development Specialist in a physical security company plays a pivotal role in managing administrative operations, supporting human resources functions, and driving business growth. This hybrid role requires handling financial bookkeeping, leveraging unique physical security expertise to inform strategies, and drawing on experience in running a business to identify opportunities for expansion. The ideal candidate is detail-oriented, entrepreneurial, and adaptable, with a strong understanding of the physical security industry's demands, including compliance, risk management, and client relations. This roles will be supported by our Director of Operations, Administrative Consultant and the Chief Executive Officer.

Key ResponsibilitiesAdministrative Duties:

• Oversee daily office operations, including managing supplies, vendor relationships, and office equipment.
• Act as the primary point of contact for clients, responding to inquiries and resolving issues promptly.
• Maintain accurate records of security contracts, licenses, client agreements, and financial documents.
• Support scheduling and dispatch of security personnel, ensuring optimal coverage for all assignments.
• Prepare and distribute reports, including incident logs, payroll summaries, invoices, compliance updates, and financial statements.
• Manage communications, including email, phone, and inter-office correspondence.
• Organize and maintain secure records of client data and employee files in compliance with privacy regulations.
• Handle bookkeeping tasks, such as managing accounts payable/receivable, reconciling financial statements, tracking expenses, and assisting with budgeting and financial forecasting.
• Manage submissions and compliance through state unemployment portals, ensuring timely and accurate reporting.
• Oversee new hire reporting to relevant state or federal new hire reporting centers, maintaining compliance with regulations.
• Handle workers' compensation claims management, including filing claims, coordinating with insurance providers, and tracking case progress.
  

Human Resources Duties:

• Assist with the recruitment of security personnel, including posting job openings, conducting initial screenings, and scheduling interviews.
• Oversee onboarding processes, ensuring all training and certifications meet industry standards.
• Monitor and manage employee compliance with security certifications and licenses.
• Coordinate payroll and time tracking for field and office employees.
• Address employee concerns related to job assignments, schedules, and workplace conditions.
• Plan and organize employee recognition programs and team-building activities.
• Ensure compliance with employment laws and industry-specific regulations.
  

Business Development Duties:

• Identify and pursue new business opportunities, such as partnerships, client acquisitions, and service expansions in the physical security sector.
• Develop and implement strategies to grow the company's client base, drawing on personal experience in running a business.
• Conduct market research and analysis to inform business decisions and competitive positioning.
• Build and maintain relationships with key stakeholders, vendors, and potential clients.
• Prepare proposals, quotes, and presentations for new business pitches.
• Track business performance metrics and contribute to long-term planning and revenue growth initiatives.
  

Industry-Specific Duties:

• Liaise with security supervisors and field staff to ensure smooth operational workflows, incorporating insights from unique physical security experience.
• Track and monitor key compliance metrics, including guard licensing, training hours, safety protocols, and physical security measures (e.g., access control, surveillance systems, and risk assessments).
• Support the implementation of security-specific software for scheduling, reporting, and business analytics.
• Respond promptly to emergency or last-minute staffing requests, applying hands-on knowledge of physical security scenarios.
  

QualificationsEducation and Experience:

• Bachelor’s degree in Business Administration, Human Resources, Finance, or a related field (preferred).
• Proven experience in office administration, HR, and/or business development roles, preferably in the physical security or related service industry.
• Hands-on experience running a business, such as starting, managing, or scaling a company, with a focus on operational and financial oversight.
• Unique physical security experience, including roles in fieldwork, risk assessment, or implementation of security systems (e.g., executive protection, site security, or emergency response).
• Experience with bookkeeping or basic accounting, including familiarity with financial software (e.g., QuickBooks).
• Familiarity with managing unemployment portals, new hire reporting centers, and workers' compensation claims processes.
  

Skills and Competencies:

• Strong organizational and multitasking skills, with the ability to manage both office and field operations while driving business growth.
• Excellent communication and interpersonal skills, with the ability to interact with diverse teams, clients, and partners.
• Proficiency in Microsoft Office Suite, HR/scheduling software, financial tools (e.g., accounting software), and relevant compliance platforms (e.g., unemployment portals).
• Entrepreneurial mindset with problem-solving skills and the ability to adapt to rapidly changing circumstances.
• Knowledge of physical security industry standards, regulations, and best practices, including unique aspects like threat assessment and protective services.
• Ability to work independently with minimal supervision, while demonstrating initiative in business development.
• Discretion and professionalism, with a strong commitment to confidentiality and ethical business practices.