Office Administrator

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.

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.