Administrative Operations Manager

Are you a highly organized administrative professional who can bring structure, accuracy, and accountability to a growing company? Apply today and help Inner Valor build the administrative foundation needed to support continued growth and operational excellence.

About Inner Valor

At Inner Valor, we are committed to redefining security through innovation, integrity, and exceptional service. Our mission is to safeguard what matters most—our clients’ assets, people, and ideas—by delivering professional security solutions that provide confidence, consistency, and peace of mind.

As Inner Valor continues to grow, we are seeking a highly organized, detail-oriented, and proactive Administrative Operations Manager to oversee the company’s administrative functions, support HR and compliance operations, manage reporting and data accuracy, and ensure internal administrative processes are executed at a high standard.

Position Summary

The Administrative Operations Manager plays a central role in supporting Inner Valor’s daily business operations.  This is a full-time, in-office position based at Inner Valor’s Chicago office at 875 N Michigan Avenue . This individual will oversee administrative workflows, support HR functions including recruiting, onboarding, compliance documentation, and personnel file management, issue invoices, manage calendars and travel arrangements, prepare reports, maintain accurate data across company systems, and ensure other administrative staff are performing assigned duties effectively.

This position requires strong judgment, advanced Excel skills, exceptional attention to detail, and the ability to work in a fast-paced service environment where priorities frequently shift. The ideal candidate is both hands-on and supervisory—able to complete administrative work directly while also holding others accountable for timely and accurate execution.

Key Responsibilities

1. Administrative Operations & Office Management

• Manage and coordinate the day-to-day administrative functions of the company.
• Ensure administrative processes are organized, documented, and consistently followed.
• Maintain company records, digital files, templates, forms, and administrative trackers.
• Monitor task completion by administrative support staff and follow up to ensure deadlines are met.
• Identify administrative gaps, inefficiencies, or recurring errors and recommend corrective action.
• Support senior leadership with administrative needs, special projects, and operational priorities.

2. HR Support, Recruiting & Onboarding

• Support HR functions including recruiting coordination, candidate communication, interview scheduling, onboarding, and employee documentation.
• Assist with job postings, applicant tracking, screening coordination, and follow-up with candidates.
• Ensure new hire paperwork, I-9 documentation, licenses, certifications, training records, and required employment documents are collected and properly maintained.
• Support the onboarding process to ensure new employees are properly integrated into company systems and operational expectations.
• Assist in maintaining employee records and personnel files in accordance with company policy and applicable requirements.
• Track onboarding progress and follow up with employees or supervisors when documentation or training remains incomplete.

3. Compliance & Licensing Administration

• Support compliance tracking for security personnel, including licensing, certifications, background check status, training completion, and client-specific requirements.
• Maintain compliance trackers and provide regular updates to leadership regarding upcoming expirations, missing documents, or compliance concerns.
• Assist with preparation for audits, client compliance requests, and internal reviews.
• Ensure documentation is accurate, complete, and accessible when needed.
• Stay organized around deadlines related to employee credentials, licenses, renewals, and required filings.

4. Data Entry, Reporting & Analytics

• Enter and maintain accurate data across company systems, spreadsheets, HR platforms, scheduling systems, CRM tools, billing records, and operational trackers.
• Prepare recurring and ad hoc reports for leadership, operations, HR, billing, recruiting, and client management.
• Use advanced Excel functions to organize, analyze, reconcile, and present data.
• Create and maintain dashboards, pivot tables, formulas, charts, and structured reports as needed.
• Review data for errors, inconsistencies, missing information, or unusual trends.
• Ensure reports are accurate, timely, and useful for decision-making.

5. Billing, Invoicing & Financial Administration Support

• Prepare and issue client invoices based on approved rates, schedules, service hours, and contract terms.
• Review timesheets, schedules, and billing details for accuracy before invoicing.
• Coordinate with operations and leadership to resolve discrepancies in hours, rates, approvals, or client billing requirements.
• Track invoice status, payment follow-up needs, and supporting documentation.
• Maintain organized billing records and assist with financial reporting as requested.
• Support expense tracking, vendor coordination, and administrative finance tasks.

6. Calendar, Travel & Executive Administrative Support

• Manage calendars, schedule meetings, coordinate appointments, and support leadership availability.
• Arrange business travel, lodging, transportation, itineraries, and related logistics.
• Prepare meeting materials, agendas, notes, follow-up items, and administrative documentation.
• Coordinate internal and external communications professionally and efficiently.
• Assist with client meetings, proposals, presentations, and operational planning as needed.

7. Administrative Staff Oversight & Accountability

• Provide day-to-day oversight of administrative support staff and ensure assigned duties are completed accurately and on time.
• Monitor performance, work quality, responsiveness, and follow-through.
• Train administrative staff on company procedures, systems, documentation standards, and expectations.
• Escalate performance concerns, missed deadlines, or recurring errors to leadership.
• Help establish clear administrative workflows, ownership, and accountability.
• Promote a professional, organized, and service-oriented administrative culture.

8. Systems, Process Improvement & Internal Coordination

• Support the effective use of company systems including HRIS, scheduling platforms, CRM tools, Microsoft 365, Excel, reporting tools, and document management systems.
• Identify opportunities to streamline administrative processes, reduce duplication, and improve accuracy.
• Create and update templates, checklists, trackers, standard operating procedures, and internal guidance documents.
• Coordinate with operations, HR, finance, recruiting, and leadership to ensure administrative support aligns with company priorities.
• Maintain confidentiality and discretion when handling employee, client, financial, and business-sensitive information

Minimum Requirements

• Bachelor’s degree in Business Administration, Human Resources, Operations, Finance, or a related field preferred; equivalent experience may be considered.
• 3+ years of experience in administrative operations, office management, HR administration, executive support, billing, or related business support roles.
• Advanced Microsoft Excel skills, including formulas, pivot tables, data validation, reporting, and spreadsheet organization.
• Strong proficiency with Microsoft Office 365, Outlook, Word, Teams, SharePoint, and related business systems.
• Experience with data entry, reporting, invoicing, calendar management, and administrative coordination.
• Ability to manage confidential information with professionalism and discretion.
• Strong organizational skills with excellent attention to detail and follow-through.
• Ability to supervise administrative staff, assign tasks, monitor progress, and hold others accountable.
• Excellent written and verbal communication skills.
• Ability to work in a fast-paced environment with changing priorities, deadlines, and operational demands.

Preferred Qualifications

• Experience supporting HR, recruiting, onboarding, compliance, or employee documentation.
• Experience in security services, facilities management, staffing, hospitality, events, or other service-based industries.
• Familiarity with employee licensing, credential tracking, background checks, or regulated workforce compliance.
• Experience with Paychex, Deputy, Salesforce, QuickBooks, or similar HR, scheduling, CRM, payroll, or invoicing platforms.
• Experience preparing executive-level reports, dashboards, or operational summaries.
• Prior experience supervising administrative personnel or coordinating administrative teams.

Physical & Mental Requirements:

With or without reasonable accommodation, the physical and mental requirements of this job may include:

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent hand movements for data entry, typing, and handling office equipment.
• Occasional standing, walking, bending, and lifting office materials (up to 15 pounds).
• Ability to focus for extended periods while working with detailed financial data, reports, and spreadsheets.
• Strong mental acuity to handle simultaneous projects, deadlines, and problem-solving tasks.
• Clear vision and hearing to facilitate effective communication and task execution.
• Ability to handle high-pressure situations professionally, including managing last-minute changes and urgent executive requests.