Administrative Support Specialist

Administrative Support Specialist

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.

Responsibilities/Duties:

• Payroll and Invoicing Support - 60-70%
• Event Closeout & Invoicing Support
• 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.
• Payroll & Timekeeping
• Assist in the collection and processing of employee timecards.
• Address payroll-related inquiries from staff and ensure timely issue resolution.

General Administrative Market Support - 30-40%

• Hiring & Onboarding:
• 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.
• Scheduling & Event Support:
• 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.
• HR & Employee Support:
• 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.
• Compliance & Licensing:
• 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.).
• File Management:
• Support the digitization and organization of historical hard-copy personnel records.
• Technology & Systems:
• 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).

Minimum Qualifications:

The following are the minimum qualifications which an individual needs in order to successfully perform the duties and responsibilities of this position. Please note that the minimum qualifications may vary based upon the department size and/or geographic location.

Applicants must be flexible and available to work nights, weekends, and holidays upon request, as the nature of our business often involves unconventional hours and high-volume events. A willingness to adapt to varying schedules is essential for success in this role.

Knowledge:

• 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.

Skills/Abilities:

• 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.

Physical Demands:

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job.

Must be able to see, hear, speak and write clearly in order to communicate with employees and/or other customers. Manual dexterity required for occasional reaching and lifting of small objects, and operating office equipment. Must also be able to run office errands (must have a valid driver's license and clean MVR).

Work Environment:

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job within the environment.

The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate.

This description portrays in general terms the type and level(s) of work performed and is not intended to be all-inclusive, nor the specific duties of any one incumbent. Andy Frain Services reserves the right to modify, supplement, delete or augment the duties and responsibilities specified in the position description, in the Company's sole and absolute discretion. Duties other than those expressly specified may be assigned from time to time.