Operations Administrative Assistant

Job Posting Title  

Operations Administrative Assistant 

Job Description 

TITLE: Operations Administrative Assistant 

FLSA Status: Non-exempt  

SALARY RANGE: $20.00 - 22.00/hour 

POSITION PURPOSE AND OBJECTIVES  

Under the general supervision of the Operations Manager, the Operations Administrative Assistant reports to the Operations Administrative Supervisor and provides comprehensive administrative, scheduling, and dispatch support to the Operations Department. Ensures schedule accuracy (including PTO and true dark time), supports timecard approvals on payroll deadlines, coordinates continuously with Recruitment on gaps, and performs dispatch duties for weekend (phones, alarms/noise complaints, incident report review). Prepares and organizes operational data for analysis by the Operations Administrative Supervisor , Operations Manager, and designated supervisors.  

The position also assists in overseeing Dispatch operations, provides weekend coverage, and supports client communication efforts to uphold All Pro Security’s standards of professionalism and service excellence. The ideal candidate is proactive, forward-thinking, and solution-oriented. They are capable of anticipating operational needs and resolving challenges without direct instruction. This position requires exceptional multitasking ability, attention to detail, and the capacity to manage a heavy workload with speed and precision in a fast-paced environment.  

This role supports All Pro Security’s mission to provide service to the client that represents a partnership where we work together to find solutions proactively for their sites, buildings, and properties with the utmost professionalism. 

ESSENTIAL DUTIES AND FUNCTIONS:  

• Review, update, and verify daily/weeklyschedulesso coverage accurately reflects current assignments; ensure vacant shifts are properlyidentifiedand represent true dark time.
• Maintain constant communication with Recruitment so all gaps/vacancies are surfaced and prioritized for fulfillment.
• Run andmaintainthe on-call program (rotationaccuracy, contacts, availability) and coordinate urgent off-hours coverage with supervisors.
• Process and track time-off requests; ensure approved PTO is reflected in schedules withappropriate coverageadjustments.
• Perform an end-of-day schedule audit; correct discrepancies and escalate schedule jeopardyimmediatelyto the Operations Administrative Supervisor.
• Review, reconcile, and approve timecards promptly and accurately; coordinate corrections with Operations/Field Supervisors.
• Meet payroll deadlines—generally by1000 on business days (with flexibility following holidays/weekends).
• Dispatch Support (Weekend / As Assigned)
• Provide in-office weekend coverage: answer phones, dispatch alarms/noise complaints,monitorradio, and review incident reports for completeness and quality.
• Escalate client-impacting dispatch gaps within 15 minutes per the escalation matrix to the Operations Administrative Supervisor andappropriate leadership.
• Backfill dispatch as needed tomaintainoperational continuity and real-time field awareness.
• Pull, organize, and package operational data (schedule accuracy indicators, guard report quality from dispatch logs, complaint summaries) for leadership analysis.
• Compile a weekly operational data packet by Friday 1600 for Operations Administrative Supervisor/Operations Manager review; track follow-ups to closure.
• Acknowledge client/supervisor communications within two (2) hours; document, route, and follow through to resolution.
• Serve asliaisonamong Operations, Dispatch, Recruitment, and Field Supervisors;maintainneat, confidential records and professional correspondence.
• Monitor scheduling/dispatch data for accuracy, consistency, and timeliness;identifypatterns, inefficiencies, or recurring issues and recommend improvements to the Operations Administrative Supervisor
• Maintainaccurate, organized, and confidential records (scheduling, payroll, dispatch logs, client communications, operational reports) per policy.
• Perform administrative tasks including answering phones, managing correspondence,maintainingrecords, andassistingwith special projectsatthe direction of the Operations Administrative Supervisor or Operations Manager.
• Performadditionalresponsibilities asrequiredto support All Pro Security’s mission and operational efficiency.

KNOWLEDGE, SKILLS AND ABILITIES:  

• In-depth knowledge of Human Resource procedures, APS policies, and relevant government laws, including FMLA, ADA, and other regulations that impact employees, ensuring compliance and proper implementation within the organization.  
• Considerable knowledge of business writing, terminology and office practices and procedures.    
• Ability to operate a computer and its programs, along with the various other technology that APS utilizes.
• Strong computer skills with ability to manage high-volume correspondence and documentation efficiently.
• Excellent verbal and written communication skills.
• Proficiency and demonstrated experience with HRIS systems such as ADP Workforce Now or similar systems, including data management, reporting, and process optimization.  
• Ability to establish and maintain effective working relationships with employees and the general public.    
• Efficiently handle multiple tasks, projects, and interruptions using strong organizational and prioritization skills.  
• Performing duties requiring light physical effort such as bending, stooping, walking, and prolonged sitting.

QUALIFICATIONS:  

• High school diploma or equivalentrequired.
• 1–3 years in operations admin, scheduling, dispatch support, or equivalent field-service environment (security preferred).
• Proficiencyin Microsoft 365 (Excel, Outlook, SharePoint, Planner; familiarity with Power Automate helpful).
• Operational platforms:TrackTik(scheduling/dispatch/reporting) and company VoIP/phone console; ability to view and interpret Power BI operational reports.
• Prior experience in dispatching, scheduling, or operations support preferred.
• Strong prioritization, accuracy, and follow-through in a high-volume, interruption-driven environment.
• Strong organizational and analytical skills with the ability to recognize trends andidentifyareas for improvement.
• Proactive, forward-thinking, and able to find solutions independently without constant direction.
• Professional written and verbal communication with clients, vendors, and internal teams.
• Ability tomaintainconfidentiality, composure, and customer-service focus when addressing client or employee concerns.
• Proven accuracy and attention to detail in scheduling, documentation, and data management.

WORK SCHEDULE AND ENVIRONMENT   

This position requires availability for daytime shifts on one or both weekend days. Schedule adjustments may be made as required to maintain adequate coverage and support ongoing operations. Occasional extended hours may be necessary to meet operational or payroll deadlines.   

The role is based in an office environment with frequent phone and computer use and may require occasional travel between sites or to company meetings.  

All Pro Security is an equal opportunity employer without regard to race, religion, sex, pregnancy, genetic information, age, national origin, color, sexual orientation, gender identity, citizenship, disability, veteran or military status, or any other factor protected by law.  

The intent of this job description is to provide a representative summary of the major responsibilities and duties performed on the job. It is not intended to be an exhaustive list of all job-related duties and responsibilities that an employee may perform. An employee in this position will be required to perform any other job-related duties required by their supervisor. This job description is not intended to and does not infer or create any employment, compensation, or contract rights to any person or persons. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time. APS123