Office Manager

Office Manager and HR Coordinator, Security Services

Role Summary

Own day-to-day office administration while coordinating HR, scheduling, invoicing, and payroll for a 24x7

field operations environment. Ensure accurate billing and payroll, maintain compliant records, support

site launches and special events, and provide clear reporting to management. The role carries authority

to enforce timesheet deadlines, schedule compliance, and documentation standards.

Office and Administrative Management

-Manage daily office operations including filing, correspondence, supplies, vendor relationships, and

phone or email triage.

-Develop and maintain policies and SOPs for onboarding, records management, and document control.

-Serve as point of contact for internal teams and external vendors or clients.

-Support management with reports, analytics, and ad hoc tasks.

Invoicing and Billing

-Generate timely and accurate client invoices by validating hours or shifts and applying contract rate

cards, overtime, and holiday rules.

-Track invoice status, follow up on overdue payments, and coordinate with accounting on cash

application.

-Maintain billing databases or spreadsheets, reconcile discrepancies, and own credit memo or re-bill

processes.

-Provide monthly billing summaries and DSO metrics to management.

Payroll and Workforce Cost Management

-Coordinate payroll processing from timesheet collection through final submission with multi-state

considerations.

-Validate entries for overtime, shift differentials, bonuses, and deductions in the payroll system.

-Reconcile payroll with billed hours, PTO balances and accruals, and budgeted costs.

-Produce labor cost and job profitability analyses, and recommend actions to control overtime.

Scheduling and Staffing Coordination

-Create and maintain guard and supervisor schedules that meet contract minimums and post

requirements.

-Manage call-off and tardy processes, replacements, and on-call or standby protocols to ensure

continuous coverage.

-Maintain schedule logs and notifications to field staff.

-Track attendance and performance metrics tied to schedule compliance.

HR and Onboarding or Offboarding

-Facilitate new hire onboarding: collect employment documents, background checks, training records,

and orientation scheduling.

-Maintain personnel files, certifications, and training logs with secure handling of PII.

-Administer offboarding, asset return, exit documentation, and system updates.

-Coordinate with HR on benefits, time off, performance reviews, and disciplinary documentation.

-Manage compliant I-9 and E-Verify processes and adhere to FLSA, overtime, and meal or rest

requirements.

-Support harassment prevention training tracking and confidential complaint intake.

-Assist with recruitment logistics including job postings, interview scheduling, and coordination with

hiring managers.

Compliance, Safety, and Risk

-Maintain incident reporting logs and workers compensation intake.

-Support recordkeeping and return-to-work coordination.

-Run periodic audits on documentation and data integrity.

Client Contract and SLA Support

-Keep site post orders, access lists, and escalation trees current.

-Track SLA metrics such as coverage rate, on-time starts, call-off fill time, and incident closeout times.

-Prepare client-ready KPI summaries and support QBRs or service reviews.

Quality and Internal Audits

-Perform monthly audits that reconcile timesheets, invoices, and payroll with variance explanations and

corrective actions.

-Own document control for SOPs, onboarding packets, post orders, and policy updates.

Technology and Data Stewardship

-Administer scheduling, payroll, and billing tools including user access and role permissions.

-Ensure data accuracy, backups, and basic cybersecurity hygiene for PII.

-Build light automations and data validations in Excel or Google Sheets for roster imports, rate tables,

and exception reports.

Operations Enablement

-Coordinate rapid staffing for call-offs, special events, and new site launches.

-Oversee uniforms, radios, vehicles, and site keys issuance and returns with asset logs.

Cross-Functional Coordination

-Liaise among operations supervisors, field staff, finance, and senior management to ensure smooth

communication.

-Lead daily standup or handoff on exceptions and coverage risks.

-Provide proactive alerts on upcoming training renewals, billing shortfalls, and staffing gaps.

Reporting and Continuous Improvement

-Produce monthly or quarterly reports on invoicing status, payroll costs, staffing levels, HR metrics, and

client site status.

-Identify process bottlenecks and recommend improvements such as invoice automation, better

onboarding flows, or scheduling optimizations.

-Maintain strict confidentiality of company, employee, and client information.