Office Administrator - San Diego

Schedule:

Monday – Friday 10:00 AM – 6:00 PM

Office Administrator

The Office Administrator supports daily office, administrative, and operational functions for a security services and staffing company. This position helps maintain organized office operations, supports field personnel administration, assists with onboarding, tracks uniforms and equipment, maintains fleet records, supports compliance filing, and provides administrative support to Operations, Human Resources, and Management.

The ideal candidate is organized, detail-oriented, dependable, professional, and able to handle confidential information in a fast-paced office environment. This position regularly interacts with employees, applicants, supervisors, vendors, and clients.

This is a full-time, hourly, non-exempt position eligible for overtime, meal periods, rest breaks, and other protections required under California wage and hour laws.

General Office Administration

Provides daily administrative support to office leadership, Operations, Human Resources, and field personnel. Duties include answering phones, greeting visitors, routing calls, preparing forms and correspondence, scanning and filing documents, maintaining office supplies, scheduling meetings and orientations, and assisting with general administrative projects.

Uniform, Supply, and Equipment Management

Maintains inventory and control of uniforms, duty gear, PPE, office supplies, field supplies, and employee-issued equipment. Issues items to employees, tracks returns and replacements, maintains inventory logs, reports low stock levels, organizes storage areas, and assists with collecting company property from separated employees.

Fleet Vehicle Tracking and Management

Maintains records for company vehicles, including assignments, mileage, registration, insurance, maintenance schedules, repairs, inspections, and usage logs. Coordinates vehicle service, cleaning, and maintenance appointments, reports damage or overdue maintenance, monitors fleet readiness, conducts monthly vehicle inspections, and prepares fleet reports.

New Employee Orientation and Onboarding Support

Assists with scheduling and preparing new hire orientations. Prepares orientation packets, forms, badges, uniforms, equipment, and onboarding materials. Supports document collection, employee acknowledgments, administrative setup, onboarding checklists, and basic employee briefings in coordination with Human Resources, Recruiting, and Operations.

Compliance Audit Support and Administrative Filing

Organizes and maintains records related to employee licensing, training, policy acknowledgments, compliance documents, fleet files, supply logs, and operational records. Supports internal audits, regulatory reviews, client file requests, and document retention requirements. Tracks missing or expired documents and notifies the appropriate department or supervisor.

Employee Badge Issuance and Property Control

Prepares, prints, issues, replaces, deactivates, and tracks employee identification badges. Maintains records of badge assignments, reissues, returns, and deactivations. Assists with recovering badges, uniforms, phones, keys, radios, chargers, and other company-issued property from separated employees.

Site Cell Phone Issuance and Replacement

Maintains inventory of company-issued site cell phones, chargers, and accessories. Issues and tracks phones assigned to employees, posts, or client locations. Processes replacements for lost, damaged, or malfunctioning devices and coordinates returns, deactivations, and reassignments when staffing or site needs change.

Security Industry and Staffing Support

Supports a high-volume workforce environment where employees may move between posts, clients, and assignments. Assists with administrative coordination related to staffing support, schedule changes, employee updates, and operational needs. Maintains professionalism, confidentiality, accuracy, and accountability when handling staffing and licensed personnel records.

Required Qualifications

• High school diploma or GED required.
• Minimum of 1 to 3 years of office administration, administrative assistant, staffing office, security operations support, or related experience.
• Active driver’s license and clear driving history.