Office Administrator

About Harris Technology Services

Harris Technology Services designs, installs, and supports physical security and technology systems - video surveillance, access control, intrusion, and the networks behind them - for customers across the country. We hold alarm contracting licenses in 31 states, the District of Columbia, and Alberta, and we run our own network operations center, field service organization, and project delivery teams.

Position Summary

The Office Administrator runs the front desk at our West Chester headquarters and owns the compliance paperwork that keeps HTS in good standing: certificates of insurance, license renewals, vendor and subcontractor onboarding, and people-ops support.

The work is deadline-driven. Customers and subcontractors who request a certificate of insurance get it the same day. Our alarm contracting licenses renew on state schedules across 31 states, the District of Columbia, and Alberta, and a missed renewal can stop us from contracting in that jurisdiction. You will keep a tracker of every due date - renewals, insurance expirations, onboarding steps - and work it daily.

You will report to Bianca Spatola, Chief of Staff, and work regularly with our licensing lead and our staff accountant.

Key Responsibilities

Front Desk and Office

·       Answer main phone lines and greet visitors; direct callers and visitors to the right person.

·       Receive and route mail, packages, and deliveries; prepare outgoing shipments.

·       Order office supplies and manage day-to-day office vendors.

·       Keep the front desk, common areas, and conference rooms presentable and ready for customer visits.

·       Support room scheduling and day-to-day office needs as they come up.

Certificates of Insurance

·       Send certificates of insurance (COIs) to customers the same day they are requested, working with our insurance broker.

·       Collect and verify COIs and insurance endorsements from subcontractors before their first job.

·       Track policy and COI expiration dates and follow up before coverage lapses.

Licensing

·       Maintain the roster of HTS alarm contracting licenses - 31 states, the District of Columbia, and Alberta - including renewal dates, fees, and current status.

·       Prepare state renewal paperwork and filings with our licensing lead, on each state's schedule.

·       Track qualifier and continuing-education requirements where states require them.

·       Keep license records organized and retrievable for customer, insurance, and audit requests.

Vendor and Subcontractor Onboarding

·       Run onboarding for new vendors and subcontractors with our staff accountant: W-9, certificate of insurance, and a signed agreement before the first purchase order or first job.

·       Keep vendor files current - W-9s, insurance, agreements - and flag documents that are missing or about to expire.

People Operations Support

·       Coordinate new-hire logistics: paperwork, equipment, and badges ready before day one.

·       Run the offboarding checklist on an employee's last day - badge deactivation, equipment return, access removal - completed the same day.

·       Support people-ops paperwork and records as assigned by the Chief of Staff.

Qualifications

Required

·       2 years of office administration, office coordination, or a similar role.

·       A personal system for tracking deadlines - you keep it current and you do not let dates slip.

·       Proficient with Microsoft 365 (Outlook, Word, Excel, Teams).

·       Clear and professional communication in person, by phone, and in writing.

·       Reliable attendance - this role staffs the front desk during business hours.

Preferred

·       Experience with certificates of insurance, contractor licensing, or vendor compliance, especially in construction, security, or IT.

·       Experience with new-hire or HR paperwork.

·       Familiarity with an HR platform such as Gusto.

Work Environment

·       In office, Monday–Friday, 9:00 a.m.–5:00 p.m., at our West Chester headquarters (WCHQ), 5 W Gay Street, West Chester, PA 19380. This is not a remote or hybrid role.

·       Office environment with regular interaction with staff across our network operations center, field service, and project teams, plus visitors, couriers, and vendors.

·       Front desk coverage during business hours, Monday through Friday.

·       Occasionally lift and move deliveries and supply orders.

·       The pace varies: a steady office routine, punctuated by same-day COI requests and renewal deadlines.

Compensation and Benefits

·       Pay range: $48,000 - $60,000 per year, depending on experience (hourly equivalent: $23.08 - $28.85).

·       This position is non-exempt and eligible for overtime.

·       Health, dental, and vision coverage

·       401(k)

·       Paid time off and paid holidays