HR & Administrative Coordinator

We are a growing U.S.-based security services company seeking a highly organized and dependable HR, Recruiting & Administrative Coordinator to support our growing workforce and business operations.
This position will be responsible primarily for recruiting, onboarding, employee administration, compliance tracking, and employee relations, while also assisting with routine administrative finance responsibilities such as invoicing, accounts receivable tracking, and payroll preparation.
This is an important role within our growing operations team and will work closely with the Operations Manager and company ownership.
Key Responsibilities
Recruiting & Hiring
Create and maintain job postings
Source and screen security officer candidates
Review applications and resumes
Conduct initial applicant interviews
Verify candidate qualifications, licenses, availability, and experience
Schedule additional interviews when necessary
Maintain an organized candidate pipeline
Build and maintain a pool of qualified backup and relief personnel
Follow up consistently with applicants throughout the hiring process
Coordinate hiring needs with the Operations Manager and operations team
Employee Onboarding
Coordinate new-hire onboarding
Collect required employee documents
Maintain onboarding checklists
Coordinate completion of employment forms and acknowledgments
Verify licenses and required credentials
Coordinate background screening requirements
Maintain employee files and records
Assist with uniform and equipment records
Create employee profiles within company systems
Ensure employees are fully cleared before being released for scheduling
Employee Compliance
Maintain accurate employee compliance records
Track security license expiration dates
Track driver's licenses and other required credentials
Maintain training and certification records
Monitor upcoming expiration dates
Proactively contact employees regarding required renewals
Maintain organized compliance dashboards and reports
Notify management of unresolved compliance issues
The goal is to identify compliance problems before they become operational problems.
Employee Relations
Serve as a primary administrative contact for employee concerns and complaints
Receive and properly document employee complaints
Maintain confidential employee-relations records
Coordinate routine employee concerns with the Operations Manager
Assist with fact gathering and documentation when appropriate
Escalate serious allegations involving harassment, discrimination, retaliation, violence, threats, or other significant workplace concerns
Maintain confidentiality and professionalism when handling sensitive employee information
Serious employee-relations matters will be escalated to management and handled according to established company procedures.
Payroll Administration
Collect and review employee time records
Identify missing or incorrect time entries
Assist with reconciling scheduled versus worked hours
Verify employee pay rates
Identify overtime or payroll discrepancies
Prepare payroll information for management review
Maintain payroll records and supporting documentation
This position will prepare and reconcile payroll information but will not independently authorize or release company funds.
Billing & Accounts Receivable Administration
Review service hours for client billing
Prepare client invoices
Maintain invoice records
Send approved invoices and statements
Maintain accounts receivable tracking
Monitor outstanding balances
Send routine payment reminders
Maintain notes regarding client payment status
Escalate significant overdue balances to the Operations Manager
General Administration
Maintain organized electronic company records
Manage employee and vendor documentation
Assist with Certificates of Insurance and other administrative documents
Maintain spreadsheets, trackers, and databases
Organize company files and documentation
Assist management with recurring administrative tasks
Help improve administrative workflows and procedures
Qualifications
Excellent spoken and written English
Strong recruiting and interviewing ability
Highly organized and detail-oriented
Strong communication and interpersonal skills
Professional and comfortable communicating with U.S.-based employees
Able to handle confidential and sensitive information
Strong follow-up skills
Comfortable working independently
Able to manage multiple responsibilities and deadlines
Strong computer and internet skills
Comfortable learning new software platforms
Reliable computer
Reliable high-speed internet connection
Backup internet connection
Quiet and professional home workspace
Preferred Experience
Preference will be given to candidates with experience in:
Human Resources
Recruiting
Talent acquisition
Employee onboarding
Employee relations
HR administration
Compliance tracking
U.S.-based recruiting or HR support
Payroll administration
Invoicing
Accounts receivable
Administrative operations
Previous experience recruiting security officers, field employees, hourly employees, or high-volume personnel is strongly preferred but not required.
Experience with Microsoft 365, Google Workspace, HR systems, applicant tracking systems, payroll platforms, accounting software, ClickUp, CRM systems, or similar business platforms is also beneficial.
What We Value
Security-industry experience can be taught.
We place greater importance on:
Reliability
Organization
Communication
Recruiting ability
Attention to detail
Confidentiality
Professional judgment
Follow-through
Initiative
Accountability
We are looking for someone who does not simply wait to be told what to do, but who can take ownership of their responsibilities, maintain organized systems, and proactively follow up until tasks are completed.