Administrative Support Specialist

Andy Frain Services•Houston, TX

6d•Hybrid

About The Position

We are seeking a detail-oriented and adaptable Administrative Support Specialist to join our team in the event security industry. This position plays a critical role in supporting HR, payroll, and operations functions across our Houston market. The ideal candidate will thrive in a fast-paced, dynamic environment, and be capable of managing administrative tasks while responding to the needs of event staff and management alike. This role will have a special focus on tracking event closeouts, ensuring payroll is processed accurately and on time, and supporting operations teams with gathering and verifying all information necessary for timely client invoicing.

Requirements

High School Diploma required, Associate degree preferred or equivalent experience.
Two years of experience including payroll, benefits and HR support functions.
Knowledgeable with standard office machines (photocopy, scanner, telephone systems).
Demonstrated knowledge of office management, employee relations, and working with payroll systems.
Experience creating spreadsheets, composing correspondence, managing and updating databases, and creating presentations, reports and documents.
Strong customer service orientation, exemplifying our Mission Statement.
Ability to be a hands-on, results oriented employee, handling multiple priorities simultaneously.
Ability to facilitate progressive change, getting along with other employees, following directions and continually improving.
Evidence of ability to work autonomously using sound judgment working in a team oriented management environment.
Work with a sense of urgency when given project deadlines.
Strong oral and written communications skills.
Strong computer skills required with emphasis on MS Office products (Excel, PowerPoint).
Superior planning, organization and administrative skills.
Ability to take accurate meeting notes.
Ability to learn new software systems and enter data quickly and accurately.

Nice To Haves

Associate degree preferred or equivalent experience.
Preferred experience with ADP for employee management.

Responsibilities

Track and manage administrative closeout processes for events across the Houston market.
Assist in identifying and resolving discrepancies related to staffing, hours worked, or event reporting before invoices are processed.
Work closely with Operations Managers to ensure billing information, staffing hours, post orders, client approvals, and supporting documentation are accurate and submitted in a timely manner.
Assist in the collection and processing of employee timecards.
Address payroll-related inquiries from staff and ensure timely issue resolution.
Coordinate new hire onboarding processes including I-9 verification and compliance with all company and regulatory standards.
Ensure all new hire paperwork is completed accurately and efficiently before employees begin work.
Assist with staff scheduling for various events across the market.
Support event operations by providing administrative assistance during high-volume event periods, including working onsite when needed.
Serve as a first point of contact for staff questions or concerns related to HR, payroll, or scheduling.
Help maintain employee records and ensure all documentation is up to date.
Conduct background checks in compliance with state licensing requirements.
Assist employees with obtaining and renewing their Texas security licenses (DPS applications, affiliation forms, renewals, etc.).
Support the digitization and organization of historical hard-copy personnel records.
Utilize tools such as MS Excel and PowerPoint for reporting and presentation needs.
Work with HR systems such as ADP for employee management (preferred experience).