Operations & Administrative Assistant

The Guard Alliance•Concord, CA

2d•Onsite

About The Position

The Guard Alliance Inc is looking for an Operations & Administrative Assistant to join our team in Concord, CA. This is a full-time, in-person role. We are seeking a sharp, organized, and dependable Operations & Administrative Assistant who can support several departments as the work demands. This is not a front-desk role. Some weeks you will support the sales team, some weeks you will help our accounting team with accounts payable and receivable, and some weeks you will clean up data in our CRM or spend the day on the phone with vendors. The right person enjoys variety over a fixed routine, learns new systems quickly, communicates clearly, and is easy to work with.

Requirements

High school diploma or equivalent required
2+ years in an administrative, office coordinator, or operations support role, ideally at a small or mid-sized company where you handled more than one function
Comfortable making many outbound phone calls a day to people you don't know
Fast, accurate data entry and solid Google Sheets or Excel skills
Strong written and verbal communication skills
Strong organizational skills and attention to detail; able to manage a task list from several people, prioritize, and report status without being asked
Must be able to clearly speak, read, and write English
High school or equivalent (Required)

Nice To Haves

associate's or bachelor's degree a plus
Experience with a CRM (Zoho preferred) or accounting software (Zoho Books, QuickBooks) is a plus
Experience in security, staffing, construction services, property management, or fire safety is a plus
Associate's or Bachelor's degree (Preferred)
Accounts payable/receivable or bookkeeping: 1 year (Preferred)

Responsibilities

Support the sales team by preparing proposals and documents from templates in our CRM, following up with prospects by phone and email, and keeping the pipeline up to date
Support the accounting team with accounts payable and receivable: enter vendor invoices, match them to purchase orders, follow up with clients on past-due invoices using our standard process, and collect remittance and payment details
Enter, verify, and clean up records in our CRM (Zoho): import lists, merge duplicates, and complete missing data
Call vendors, subcontractors, and agencies to gather quotes, confirm details, and collect required documents
Maintain tracking spreadsheets, file documents, and follow up on open items across departments
Maintain open, professional communication with clients, vendors, and internal departments
Assist with general office and administrative tasks as needed
Support HR with hiring when needed: post job openings, screen resumes, conduct initial phone screens, schedule interviews, and help with new-hire paperwork and onboarding
Answer and route incoming calls and emails, and respond to routine client, employee, and vendor inquiries
Maintain employee and client records, licenses, certifications, and compliance documents, and track renewal dates
Order office supplies, uniforms, and equipment, and coordinate with building and service vendors
Prepare reports, meeting notes, and internal communications for management
Help coordinate scheduling and dispatch support, including confirming guard assignments and covering gaps when asked