Office Administrator

Office Administrator

Classification:          Non-Exempt

Position Type:          Full Time

Reports to:               General Manager

Date:                           04/26

JOB DESCRIPTION

Summary/Objective:

Assist the General Manager with daily administrative tasks. Coordinate and schedule service and installation appointments, working closely with Project Managers to ensure the right technicians are assigned to each job. Handle the completion and follow-up of service requests, ensuring customer satisfaction by preparing paperwork for any escalated calls. Manage the installation team's weekly schedule and keep the sales team updated in real-time. Oversee general office duties and manage relationships with vendors.

Essential Functions:

Reasonable accommodation may be made to enable individuals with disabilities to perform

these essential functions.

Culture & Customer Service

• Promote a culture consistent with the Core Values of People Centric, Mastery, Results Driven, and Agile
• Provide fast, friendly, and professional customer service to both internal and external customers.
• Conduct customer satisfaction (CSAT) follow-ups after completed sales orders.
• Greet all guests as they enter the building.

Communication & Coordination

• Serve as the primary liaison between terminal and corporate office i.e., HR or accounts receivable
• Communicate effectively with technicians, management, and other departments via email, text, phone, and company software.
• Make outbound calls to schedule, confirm, and survey upcoming or completed appointments.
• Manage inbound calls related to service, billing, installations, and customer concerns, ensuring timely resolution.

Scheduling, Documentation & Reporting

• Use company software to document service calls and installation schedules, ensuring accuracy and timely updates of technician ETAs.
• Verify accuracy of all sales and service orders, ensuring all labor, time, and equipment are recorded.
• Keep Project Manager updated on labor hours used for installations and service calls.
• Work with management to confirm completion of sales and service calls, process time and materials, and reconcile project management hours.
• Ensure technician paperwork is complete and accurate.

Operations & Administration

• Oversee daily payroll to ensure technicians are recording time properly.
• Coordinate service parts for technicians by working with the inventory management group.
• Assist with warehouse operations as a backup when needed.
• Maintain office organization: cleanliness, mail processing, ordering supplies, and inventory.
• Manage vendor relationships and coordinate Certificates of Insurance (COIs) annually.
• Ensure all local and state licenses, vehicle registrations, and required paperwork are up to date.
• Oversee fleet management, including scheduling vehicle maintenance and licensing.

Human Resources & Engagement

• Act as HR liaison: screening applicants, onboarding, offboarding, and processing PAFs.
• Support employee engagement initiatives and foster a positive work environment.

Other Duties

• Perform additional responsibilities as assigned by the General Manager.

Competencies:

• Excellent professional communication and organizational skills.
• Team player with strong Commercial Awareness.
• Strong decision-making and problem-solving abilities.
• Excellent time management skills and results-oriented performance.
• Demonstrates ethical integrity while completing essential functions.
• Proven ability to process high volumes of work with great accuracy.
• Excellent customer service skills and the ability to communicate empathy.

Work Environment/Physical Demands:

This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 25 pounds.

Position Type/Expected Hours of Work:

This is a full-time in office position. Schedule is Monday through Friday, 8 a.m. to 5 p.m. This position may at times require longer hours or weekend work.

Travel:

Travel is primarily local during the business day, although occasional overnight travel may be

expected.

Required Education, Experience & Abilities:

• High school diploma or equivalent
• 2 plus years’ experience with customer service, dispatcher, office administration, or accounting experience

Other Duties:

Please note this position may be assigned other duties. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without noti ce.

Disclaimer:

Applicants must be able to pass a pre-employment drug screening and Motor Vehicle Report with favorable results to be considered for employment. Mile High Security Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender

identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary : $24 - $26