Administrative Support Specialist

GENERAL DESCRIPTION:

We are seeking a detail-oriented and adaptable Administrative Support Specialist to join our team in the event security industry. This position plays a critical role in supporting HR, payroll, and operations functions across our Houston market. The ideal candidate will thrive in a fast-paced, dynamic environment, and be capable of managing administrative tasks while responding to the needs of event staff and management alike.

This role will have a special focus on tracking event closeouts, ensuring payroll is processed accurately and on time, and supporting operations teams with gathering and verifying all information necessary for timely client invoicing. 

RESPONSIBILITIES/DUTIES:

Payroll and Invoicing Support - 60-70%

• Event Closeout & Invoicing Support
  • Track and manage administrative closeout processes for events across the Houston market. 
  • Assist in identifying and resolving discrepancies related to staffing, hours worked, or event reporting before invoices are processed. 
  • Work closely with Operations Managers to ensure billing information, staffing hours, post orders, client approvals, and supporting documentation are accurate and submitted in a timely manner. 

• Payroll & Timekeeping:

  • Assist in the collection and processing of employee timecards.

  • Address payroll-related inquiries from staff and ensure timely issue resolution.

General Administrative Market Support - 30-40%

• Hiring & Onboarding:

  • Coordinate new hire onboarding processes including I-9 verification and compliance with all company and regulatory standards.

  • Ensure all new hire paperwork is completed accurately and efficiently before employees begin work.

• Scheduling & Event Support:

  • Assist with staff scheduling for various events across the market.

  • Support event operations by providing administrative assistance during high-volume event periods, including working onsite when needed.

• HR & Employee Support:

  • Serve as a first point of contact for staff questions or concerns related to HR, payroll, or scheduling.

  • Help maintain employee records and ensure all documentation is up to date.

• Compliance & Licensing:

  • Conduct background checks in compliance with state licensing requirements.

  • Assist employees with obtaining and renewing their Texas security licenses (DPS applications, affiliation forms, renewals, etc.).

• File Management:

  • Support the digitization and organization of historical hard-copy personnel records.

• Technology & Systems:

  • Utilize tools such as MS Excel and PowerPoint for reporting and presentation needs.

  • Work with HR systems such as ADP for employee management (preferred experience).