Administration Assistant

Position Summary We are seeking a highly organized, dependable, and professional Administrative Assistant to support the day\-to\-day operations of our growing security company. This position will assist with administrative functions, client communication, employee records, scheduling, documentation, and general office operations. The ideal candidate is detail\-oriented, trustworthy, able to handle confidential information, and comfortable working in a fast\-paced startup environment where priorities may change quickly. Key Responsibilities Administrative \& Office Support Manage daily administrative tasks and maintain organized electronic and physical files. Prepare, format, and maintain company documents, reports, forms, and correspondence. Answer phone calls, emails, and general inquiries professionally. Schedule meetings, appointments, interviews, and other company activities. Maintain calendars and assist management with administrative tasks. Order and track office supplies and equipment as needed. Security Operations Support Assist with maintaining employee and security officer records. Maintain organized personnel files, training records, certifications, and required documentation. Assist with employee onboarding and offboarding paperwork. Help maintain schedules, post assignments, and communicate schedule changes to personnel. Prepare daily, weekly, or monthly administrative reports. Assist management with incident reports, client documentation, and other operational paperwork. Maintain accurate records related to company operations and client accounts. Client \& Customer Service Communicate with clients and prospective clients by phone, email, and other approved communication channels. Assist with preparing proposals, service agreements, invoices, and other client documents. Maintain client contact information and account records. Follow up with clients regarding documents, scheduling, service requests, and administrative matters. Provide professional customer service while representing the company. Recruiting \& Employee Support Assist with posting job openings and organizing applications. Schedule interviews and communicate with applicants. Assist with new\-hire paperwork and onboarding processes. Maintain employee contact information and administrative records. Help coordinate training, meetings, and employee communications. Compliance \& Confidentiality Maintain confidential employee, client, and company information. Assist management with organizing licensing, training, certification, and compliance documentation. Ensure records are complete, accurate, and properly stored. Follow company policies and applicable laws and regulations. Immediately report administrative or documentation issues to management. Qualifications High school diploma or equivalent required; associate degree preferred. 1–2 years of administrative, office, customer service, or related experience preferred. Strong organizational and time\-management skills. Excellent written and verbal communication skills. Professional telephone and email etiquette. Strong attention to detail and accuracy. Ability to maintain confidentiality. Proficiency with Microsoft Office or Google Workspace. Ability to learn scheduling, payroll, CRM, and other company software. Ability to work independently and prioritize multiple tasks. Must demonstrate reliability, professionalism, and good judgment. Preferred Qualifications Experience with employee scheduling or workforce management. Experience with QuickBooks, payroll systems, CRM platforms, or accounting software. Experience maintaining personnel or compliance records. Bilingual skills are a plus. Personal Attributes The successful candidate should be: Dependable and punctual Professional and courteous Organized and detail\-oriented Trustworthy and discreet Proactive and self\-motivated Comfortable working in a startup environment Able to handle confidential information * Able to communicate effectively with employees, clients, and management Pay: $18\.00 \- $19\.00 per hour Expected hours: 20\.0 – 30\.0 per week Work Location: Hybrid remote in San Antonio, TX 78217