HR Administrative Assistant

Overview

City Security Services offers personalized and premium security services to all clients that entrust their safety to us.

The Administrative Assistant serves as the first point of contact for visitors and callers and plays a vital role in ensuring smooth day-to-day office operations. This role supports various departments with a focus on front-desk reception administrative support and coordination with Human Resources. The ideal candidate is professional organized and proactive with strong communication skills and a customer-focused attitude.

This position requires initiative attention to detail and the ability to manage multiple priorities. Demonstrating integrity in every action and interaction along with effectively and consistently completing the tasks listed below is essential for success in this role:

Front Desk & Reception

• Greet and process all walk-in visitors and applicants in a professional and welcoming manner
• Answer and direct incoming calls promptly and courteously
• Maintain a clean organized and secure reception area
• Log and monitor visitor check-ins

Administrative Support

• Provide general administrative assistance to the HR and Finance Departments as needed
• Assist with interview processing and preparing documentation
• Monitor and order office supplies and ensure common areas are stocked and orderly
• Handle incoming and outgoing mail and package delivery coordination
• Maintain up-to-date contact lists directories and office records
• Liaise with and coordinate vendors as needed
• Any other duties as assigned by management

Human Resources Support

• Assist in the recruitment process including distribution of employment applications and ensuring proper documentation is completed by applicants
• Assist in onboarding and training coordination
• Maintain confidentiality of employee records and sensitive information
• TrackTik ATS and AI systems maintenance and administrative support.

Office Coordination

• Support coordination of office meetings calendar updates and room bookings
• Communicate facility needs and maintenance issues to the appropriate parties
• Help enforce company procedures and uphold professional standards at the front office

Competencies

• Professionalism Maintains a polished customer-service-oriented presence at all times
• Communication Communicates clearly and courteously both in person and over the phone
• Organization Keeps front desk and administrative functions running smoothly and efficiently
• Multitasking Manages multiple tasks simultaneously without sacrificing accuracy or service
• Confidentiality Handles sensitive employee and business information appropriately

Working Conditions

• Office-based role with regular in-person attendance required
• Primarily seated work with regular phone and computer use