Legal Administrative Assistant

Overview

Founded in 1973, Inter-Con Security Systems, Inc. is a leading global security company, providing a full range of physical security services to government and commercial customers on four continents. Inter-Con specializes in providing customized security services to clients whose needs exceed the capabilities of traditional guard firms.

Inter-Con employs over 35,000 security personnel world-wide, trained and managed by a team of professionals with unsurpassed military, law enforcement, and security experience. Inter-Con remains 100% family owned and managed and operates as the industry leader in the field of customized, high-requirement security solutions.

Inter-Con is Everywhere Security Matters.

Job Summary

Inter-Con is seeking a seeking a detail-oriented, highly organized Licensing Specialist. This role is responsible for managing licensing across multiple states.

The position will report to Senior Vice President, Assistant General Counsel, Global Litigation and will routinely interact with Compliance, Recruiting, and Operations and Finance. This position is hybrid, with a minimum of three (3) days per week in Pasadena’s corporate headquarters, with the possibility of full time in office as business needs change. Must be able to occasionally work outside of normal business hours to meet state deadlines or coordinate with different time zones. May require limited travel to state offices or company locations.

Primary Responsibilities:

The specific responsibilities include, but are not limited to the following:

• Coordinate licensing processes across various states.
• Track licensing requirements and renewal dates, ensuring timely submissions to prevent lapses in compliance.
• Maintain detailed and organized records of licenses, certifications, training documents, and background checks.
• Research and stay current on licensing regulations in each state where the company operates, including changes to state laws, training mandates, and firearms requirements.
• Liaise with state licensing agencies, training providers, and internal departments to ensure smooth onboarding and ongoing compliance.
• Provide guidance and support to employees and management regarding licensing questions, documentation, and timelines.
• Work cross-departmentally to ensure that new hires meet all licensing requirements prior to deployment.
• Audit employee files regularly to ensure compliance and prepare for potential inspections or audits by regulatory bodies.
• Support in responding to licensing-related investigations or incidents, as needed.

Qualifications

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Criminal Justice, Business Administration, or a related field is preferred.
• 2 years of experience in licensing, compliance, or administrative support in a regulated industry, preferably in private security or law enforcement, preferred.
• Familiarity with state security licensing processes.
• Strong knowledge of regulatory and compliance standards related to armed and unarmed security personnel.
• Excellent organizational and research skills and high attention to detail.
• Strongcommunication and interpersonal skills – ability to interact with government agencies and internal teams professionally.
• Ability to interpret legal and regulatory documents and communicate requirements clearly.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and ability to learn compliance tracking software, including LegalFiles and Salesforce.
• Ability to manage multiple deadlines and prioritize in a fast-paced environment.

Preferred Qualifications

• Experience with multi-state licensing compliance, operations and regulatory coordination.
• Knowledge of firearms permit requirements and training certifications.
• Prior experience in the private security industry or similar regulatory field.

Inter-Con Security Systems, Inc. is an Equal Opportunity Employer - Disability/Veteran.