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Office Administrator

Company: GardaWorld Security Services U.S.
Location: Cypress
Posted on: May 4, 2022

Job Description:

Job DescriptionPOSITION SUMMARY:The Branch Administrator is responsible for managing all administrative functions for the GardaWorld Security Services branch team. A GardaWorld Branch Administrator must represent GardaWorld's four Core Values of Integrity, Trust, Vigilance, and Respect.Compensation: $19 / hrSchedule: Monday - Friday Day Shift (40 hours)PRIMARY RESPONSIBILITIES AND DUTIES:Branch Phone Management - Prime for answering phones during work hours and transferring calls as needed.Office Supplies Administration - order office supplies for the Branch and/or Sites via Staples or site-specific vendorDrug Screen AdministrationOrdering suppliesManage Invoices for Off-Site Drug ScreeningUniforms Administration - Mange all aspects of ensuring all officers are properly uniformed to include:Conducting FittingsOrdering uniforms and managing invoices and paymentsBagging uniforms by officer and ensuring deliverManaging all replacements/returns including all dry-cleaning activitiesOrganization of the uniform closet, inventory management, and ensuring appropriate safety stock.Issue employee name badgesTrack & Manage Employee DeductionsVehicle AdministrationInventory maintenanceMonthly fuel reviewManage the Client Invoicing ProcessOrganize and Maintain Client FilesBranch Liaison with Office Property ManagerBranch Liaison with ITComputer hardware inventoryPrinter inventorySystems rolloutManage Special Branch ProjectsRoll-out of new handbooks and manage the return of acknowledgementCoordinate Employee Engagement Activities (e.g. employee appreciate day)Candidate Management - Assist / back-up the HRC / HRM as needed with parts of the Candidate Management Process and ensure a positive candidate experience during all steps:Interact with applicants in a positive mannerShepherd screened applicants through applicant tracking system - manage all steps and statusesCoordinate with the branch staff and Talen Acquisition during the screening and interviewing of candidates; extending job offers; conducting new-employee orientations.Order and administer drug screens and background checks for candidates with conditional job offerSchedule employee orientation (Welcome to GardaWorld and site training) including enrollment in Learning Management SystemCommunicate benefits to new hires, through employment changes and during open enrollmentReview training hours reports for accuracy prior to payroll processingMove candidates into WinTeam; complete all necessary maintenance post-hireEmployee Management - Assist / back-up the HRC / HRM as needed with Employee Management:Build and maintain branch employment records and reports, to include following GardaWorld's record retention policies; I-9s, W-4s, direct deposit elections/paycardsVerify licenses and license compliance reporting - notify EEs or Site Supervisors of upcoming expirations (i.e. guard card, CPR or site-specific license/certification)Monitor driver complianceSchedule in-house training classes (e.g. CPR, Welcome to GardaWorld, etc.)KNOWLEDGE, SKILLS AND ABILITIES REQUIREDPassion to live and impart the core values of GardaWorld Security ServicesOrganizational skills to plan, organize, and prioritize workload and meet multiple deadlinesStrong written and verbal communication skillsSolid technology skills - able to maneuver through a smartphone, tablet, laptop or desktop computerProficient in Microsoft Office suite of products (Word, Excel, Outlook).Must possess the following personal qualitiesSense of urgencyPersistence/TenacityCourageousFollow throughDetail orientedGood judge of peopleAbility to read body languageEnthusiasm, for position and companyMINIMUM EDUCATION AND/OR EXPERIENCEHigh school diploma requiredMicrosoft Office Suite proficiencyWORKING CONDITIONS:Work Characteristics/ConditionsScheduling - Work shifts are normally eight (8) hours in duration but may be extended in the event of company need, emergency, manpower shortage, workload or work-in-progress. High percentage of attendance, on-time arrival to work and ability to work overtime when necessary are requiredThe position requires employee to have and maintain the physical and mental ability needed to:See, read and understand policy and procedure manuals, reports, memorandums and other written materialsHave independent thought along with idea generationReact and move rapidly from a sedentary to active condition in response to environmental or duty-related situations or eventsHear spoken or recorded informationCommunicate in a clear, concise and audible manner that fosters the best communicationAssume a variety of bodily positions and postures possibly for long periods of time to include sitting, standing, bending, reaching, leaning, pushing, pulling, grasping, turning, twisting, lifting and walkingOperate all equipment within the position, such as telephones, audio/visual devices, computer or workstation keyboards, mouse, calculators, copy machine, FAX machine and hand-held equipmentPerform required duties for extended periods of time to include time worked more than the normal daily day shift or rotating shift workHave vision that is correctable to interact with systems and formsHear ringing telephones and audible alarms while speaking or on the telephonePerform repetitive motionsRecognize/relate sound to situations based on frequencies or voice inflection within the normal range of human hearingEmploy the normal senses of touch and smell, to include sightOperate vehicle in a safe and prudent manner when applicable (possess a valid operator's license with a clean driving record)Operate/utilize all Department vehicle mounted equipment whether in a mobile or stationary modeListen, understand, remember, summarize, convey and retain basic instructions and detailed informationSpeak, read and write the English language in a clear, understandable fashionVerbally provide accurate informationReasonably identify and display basic non-verbal communications (body language)Effectively relate to or communicate with a variety of personality types in-person or during interpersonal contacts.Comprehend and implement verbal and written instructionsNot share sensitive or confidential information with unauthorized positionsApply reasoning skills when confronted with circumstances requiring discretionary decisionsHave good problem-solving skillsEstablish priorities and construct subsequent plans when investigating incidents or eventsFormulate and carry out an appropriate course of action for a given situation for which no specific rule or procedure has been establishedApply theory-based instruction or training to actual incidents/situationsHandle situations firmly, courteously, tactfully and impartiallyRetain and retrieve information furnished in the form of policies, bulletins, verbal reports, training keys, etc.Can receive and give instructionsAdditional RequirementsPass an extensive background screening which includes criminal background checks (local, state and federal), drug test, aptitude tests, skills assessment, interviews, and personality profile (behavioral assessment)Must be at least 21 years of age or older as required by applicable law or contractual requirementsLegally authorized to work in the United StatesWhelan Security of California, Inc.CA Private Patrol Number: 16344QualificationsEducation

Keywords: GardaWorld Security Services U.S., Cypress , Office Administrator, Administration, Clerical , Cypress, California

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