Operations & Administrative Assistant

Operations & Administrative Assistant

Pay: $24.00 - $27.00 per hour

The Guard Alliance Inc is looking for an Operations & Administrative Assistant to join our team in Concord, CA. Why work for The Guard Alliance Inc? The Guard Alliance Inc. is one of the fastest-growing security companies in California and is rapidly expanding nationwide. We provide competitive wages while working in a dynamic, diverse, and inclusive workplace. You will be part of a team that fuels a culture that will reflect in our communities and the customers we serve. With strong leadership, we promote an atmosphere of mutual respect and teamwork where member efforts are always acknowledged. We offer medical, dental, and vision coverage, 401(k) retirement plans, paid time off, flexible schedules, paid training, and more!!

About the 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.

Key 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

Job Type: Full-time Work Location: In person

Requirements Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree a plus
• 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
• 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
• Positive attitude, reliability, and eagerness to learn

Physical/Mental requirements and working environment: The job is performed in an office environment The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities Must be able to clearly speak, read, and write English

Education: High school or equivalent (Required) Associate's or Bachelor's degree (Preferred) Experience: Administrative/Office support: 2 years (Preferred) Accounts payable/receivable or bookkeeping: 1 year (Preferred) Benefits 401(k) Dental insurance Health insurance Paid time off Paid training Vision insurance