Office Administrative Assistant

Job Overview

Global Investigations & Asset Protection Inc. is seeking a highly organized, professional, and detail-oriented Administrative Assistant to support daily office operations, including Human Resources, payroll administration, customer service, and proposal preparation.

The ideal candidate must have excellent communication and interpersonal skills, as this position requires interacting with employees, management, existing clients, and potential clients. The successful candidate will assist with administrative functions while helping maintain client relationships and supporting the company's business development efforts.

We are looking for someone who is dependable, proactive, comfortable handling confidential information, and capable of managing multiple responsibilities in a fast-paced environment.

Key Responsibilities

Human Resources & Employee Administration

• Assist with employee onboarding, hiring paperwork, and maintaining personnel files.
• Coordinate employee documentation, training records, and required forms.
• Assist with attendance tracking, scheduling coordination, time-off requests, and call-out documentation.
• Communicate with employees regarding HR paperwork, policies, and administrative matters.
• Maintain accurate and organized employee records.

Payroll Administration

• Review employee timesheets, clock-in records, and attendance reports for accuracy.
• Assist with payroll preparation and identify discrepancies in reported hours.
• Help investigate and resolve payroll questions by reviewing timekeeping records and pay statements.
• Maintain payroll documentation and communicate discrepancies to management.
• Assist with Paychex and other timekeeping or workforce management systems.

Customer Service & Client Relations

• Answer incoming phone calls and respond to emails professionally.
• Communicate with potential clients to understand their security service needs and direct inquiries appropriately.
• Follow up with prospective clients regarding service inquiries, proposals, quotes, and other business matters.
• Maintain positive relationships with existing clients through timely and professional communication.
• Assist with preparing responses to client questions and requests for information.
• Schedule meetings, consultations, and follow-up calls with prospective and existing clients.
• Represent the company professionally in all client-facing communications.

Proposal Preparation & Business Development

• Prepare, format, and proofread security proposals, company portfolios, bids, and service agreements.
• Assist with preparing quotes, invoices, and other client-facing business documents.
• Organize company credentials, certifications, insurance documents, and supporting materials for proposals.
• Ensure proposals and other documents are accurate, professional, and submitted within required deadlines.
• Maintain organized records of client inquiries, proposals, and follow-up activities.
• Assist management with business development and client outreach initiatives.

General Administrative Support

• Maintain digital filing systems, spreadsheets, and administrative records.
• Assist with scheduling, reports, correspondence, and other office tasks.
• Track outstanding assignments and follow up to ensure tasks are completed on time.
• Handle confidential employee, payroll, and company information with discretion.

Qualifications

• Previous experience in an administrative, HR, payroll, customer service, or office support role.
• Excellent verbal and written communication skills.
• Strong customer service and professional telephone etiquette.
• Ability to communicate confidently with potential clients and business representatives.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Word, Excel, Outlook, and Google Workspace.
• Ability to prepare professional documents, reports, and business correspondence.
• Strong follow-up skills and the ability to manage multiple priorities.
• Ability to work independently and maintain confidentiality.

Preferred Qualifications

• Experience with payroll systems.
• Experience with employee scheduling or management applications.
• Experience preparing proposals, bids, quotes, or contracts.
• Experience in security services, staffing, property management, or a related industry.
• Previous experience with client outreach, lead follow-up, or business development support.

Ideal Candidate

The ideal candidate is professional, personable, organized, and comfortable balancing administrative responsibilities with client-facing duties. They must be able to communicate effectively with employees and management while making a positive impression on prospective clients.

We are seeking someone who takes initiative, follows through on assignments, pays attention to detail, and understands that excellent customer service and professional presentation are essential to the company's reputation and growth.

How to Apply

Interested candidates should submit a resume highlighting their experience in administration, HR, payroll, customer service, client communication, and proposal preparation.

Join Global Security and play an important role in supporting our operations, serving our clients, and contributing to the continued growth of our company.

Global Investigations & Asset Protection Inc. is a professional security services company providing security solutions to residential, commercial, retail, construction, and institutional clients. We are seeking dedicated, organized, and motivated team members to support our growing operations. Our company values professionalism, teamwork, strong communication, and excellent customer service. Join our team and contribute to the daily operations and continued growth of our business.