Scheduling Administrator

Securitas Security Services•San Jose, CA

9h•$29

About The Position

Scheduling Admin Key Responsibilities Scheduling & Workforce Coordination Assist with weekly and monthly scheduling to ensure accurate coverage across all assigned client sites. Manage shift changes, call-offs, and time-off requests to prevent coverage gaps. Maintain and distribute staffing rosters, contact lists, and post assignments. Support overtime and shift optimization efforts to maintain cost-effective coverage. Payroll & Timekeeping Review and verify officer timecards for accuracy prior to payroll submission. Track attendance, overtime, and missed punches while ensuring compliance with state and company policies. Collaborate with HR and payroll teams to resolve discrepancies and ensure timely processing. Operational & Administrative Support Support day-to-day operations by coordinating resources, managing documentation, and assisting with project deliverables. Prepare and distribute weekly and monthly performance and operations reports. Provide after-hours or emergency response coverage as required. Invoicing & Financial Oversight Assist with monthly invoicing and invoice review, ensuring billing accuracy and consistency between schedules, timekeeping, and client requirements. Reconcile discrepancies and collaborate with operations and finance teams to ensure accurate billing and recordkeeping. Support reporting and tracking of operational budgets and costs as needed. HR Liaison & Recruitment Support recruitment efforts including candidate screening, interviews, and onboarding. Coordinate new hire documentation, training schedules, and badge issuance. Serve as a liaison with HR on employee relations, attendance, and performance issues. Client Relations & Site Visits Conduct regular site visits to assess officer performance, post conditions, and client satisfaction. Communicate client feedback and service issues promptly to management. Assist in preparing client updates, service audits, and review meetings.

Requirements

2–4 years of experience in security, operations coordination, or scheduling.
Proficiency with scheduling systems, timekeeping platforms, and Microsoft Office Suite (Excel, Outlook, Word).
Strong analytical and organizational skills with a high attention to detail.
Excellent interpersonal and communication skills, both written and verbal.
Must possess or be able to obtain a valid California Guard Card.
Flexible availability, including nights, weekends, and holidays as needed.

Nice To Haves

Experience with finance or invoicing is a plus.

Responsibilities

Assist with weekly and monthly scheduling to ensure accurate coverage across all assigned client sites.
Manage shift changes, call-offs, and time-off requests to prevent coverage gaps.
Maintain and distribute staffing rosters, contact lists, and post assignments.
Support overtime and shift optimization efforts to maintain cost-effective coverage.
Review and verify officer timecards for accuracy prior to payroll submission.
Track attendance, overtime, and missed punches while ensuring compliance with state and company policies.
Collaborate with HR and payroll teams to resolve discrepancies and ensure timely processing.
Support day-to-day operations by coordinating resources, managing documentation, and assisting with project deliverables.
Prepare and distribute weekly and monthly performance and operations reports.
Provide after-hours or emergency response coverage as required.
Assist with monthly invoicing and invoice review, ensuring billing accuracy and consistency between schedules, timekeeping, and client requirements.
Reconcile discrepancies and collaborate with operations and finance teams to ensure accurate billing and recordkeeping.
Support reporting and tracking of operational budgets and costs as needed.
Support recruitment efforts including candidate screening, interviews, and onboarding.
Coordinate new hire documentation, training schedules, and badge issuance.
Serve as a liaison with HR on employee relations, attendance, and performance issues.
Conduct regular site visits to assess officer performance, post conditions, and client satisfaction.
Communicate client feedback and service issues promptly to management.
Assist in preparing client updates, service audits, and review meetings.