Office Administration Coordinator

Job Summary

Under the supervision of the Direction, the Security and Office Administration Coordinator effectively manages all matters related to the processes and communication of all security of SecuroGuard employees. The incumbent collaborates with the Office Administration Assistant in the effective administration of the Office, and supports liaison field officers over document processing.

Primary Duties or Responsibilities

1. Management of Security

The Security and Office Administration Coordinator takes charge of security-related matters. S/he looks after the execution of all security programs supported by TrackTic, whether they are related to employees or to the protection of assets. More specifically, the incumbent takes on the following responsibilities:

Security Planning

• Develops and implements an effective security plan by identifying security risks, practical mitigation measures for each risk and the ensuing residual risks; liaises with the Client and the field Officer on all matters related to the security plan and its integration.
• Continually assesses security risks inside and outside the office, providing as necessary recommendations and on the design and implementation of additional or modified mitigation measures in order to keep it up to date;
• Evaluates all and any security system requirements (e.g. fences, gates, doors and windows, security lighting, alarm systems, generators and inverters, 24/7 property guard services, etc.) and makes fit-up recommendations to the technical or sales rep. of Securo Group.

Maintaining Readiness

• Sees to the continuous updating and relevance of TrackTic, Scheduling, Dispatching, Client requests.., Client, Employee, & Office procedures,
• Constantly looks for information on the security status in emails, texts, etc.
• Sees to the proper security audit and readiness of all employees by coordinating regular inspections, in keeping processes and procedures for accountability etc.
• Sensitize employees on all client rules and regulations.

Coordinating Actions during an Event or Alert

• Report to Directors, and any authorities (like the police), on a timely basis, incidents of security breaches that relate to the clients or office;
• Liaises with security firms that provide the alarm system and guarding services where the event or alert occurred;
• Be “on call” as the primary contact for any Clients or office staff security concerns. This responsibility continues outside normal working hours;

Workplace Health and Safety

• Follow and implement the local BSP, Comitee Paritaire, and office Health and Safety Association to assess, implementing measures that enforce workplace health and safety regulations, and keeping Field Security Officer informed.

Administration SecuroGuard

• Maintains all payroll related time sheets, Schedules, inventory of all paid security agents/personnel, Administrators, and equipment.
• HR - recruiting onboarding/offboarding, Payroll, Billing,
• Guard Scheduling & Dispatching
• Responsible to monitor all inbound / outbound phone calls
• Responsible to Maintain all file updates
• Liaises with Securo for maintenance of alarm systems and guarding services
• Evaluates the performance of all agents, & personnel to ensure that it is in accordance with the service level and performance agreements;
• keeping records of any insurance coverage, Employees, and clients SecuroGuard.
• Completes and files the necessary accident, events, and reports when a SecuroGuard employee when is involved in any incident, accident etc.

2. Support to Office Administration

Under the direction of the Director of Operations, and for reasons related mostly to volume, this job position assumes the responsibility for all office administration tasks that would otherwise fall under the purview of the Office Administration Assistant. The incumbent backs up the Office Administration Assistant during his or her absences.

The specific responsibilities of the incumbent shall include, without being limited to:

Management /Procurement of Financial Information

• Collaborating with the Office Administration Assistant to ensure the accuracy and completeness of the digitized documents sent to Corporate Accounting (e.g. invoices with backups, copies of contracts, expenditure certification for low value goods and services);
• Personally delivering to clients all forms that require approval — following up documents coming from any emails, or communication channels.

General Administrative Support

• Aiding with the management of courier services — namely releasing couriers, preparing forms for commercial messengers, occasionally delivering packages and parcels to other businesses and documents;
• Seeing to the proper functioning of office telephone lines;
• Distribution of stationery and office supplies; buying low value office supplies as directed;

Relocation Services

• Supporting the Office Administration Assistant in the renewal file keeping of all Agents, BSP lisences, permits, driving licenses
• Performing other administrative tasks that the Director or Field Officer might assign from time to time — i.e. receptionist duties, logistical support of official visits and various entire-office events.

Job Type: Full-time

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Dorval, QC: reliably commute or plan to relocate before starting work (preferred)

Education:

• Bachelor's Degree (required)

Experience:

• Manger: 1 year (preferred)
• Office Processes: 1 year (preferred)

Language:

• English (preferred)
• French (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: One location

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