Scheduling Administrator

Key Responsibilities

Scheduling & Workforce Coordination

• Assist with weekly and monthly scheduling to ensure accurate coverage across all assigned client sites.
• Manage shift changes call-offs and time-off requests to prevent coverage gaps.
• Maintain and distribute staffing rosters contact lists and post assignments.
• Support overtime and shift optimization efforts to maintain cost-effective coverage.

Payroll & Timekeeping

• Review and verify officer timecards for accuracy prior to payroll submission.
• Track attendance overtime and missed punches while ensuring compliance with state and company policies.
• Collaborate with HR and payroll teams to resolve discrepancies and ensure timely processing.

Operational & Administrative Support

• Support day-to-day operations by coordinating resources managing documentation and assisting with project deliverables.
• Prepare and distribute weekly and monthly performance and operations reports.
• Provide after-hours or emergency response coverage as required.

Invoicing & Financial Oversight

• Assist with monthly invoicing and invoice review ensuring billing accuracy and consistency between schedules timekeeping and client requirements.
• Reconcile discrepancies and collaborate with operations and finance teams to ensure accurate billing and recordkeeping.
• Support reporting and tracking of operational budgets and costs as needed.

HR Liaison & Recruitment

• Support recruitment efforts including candidate screening interviews and onboarding.
• Coordinate new hire documentation training schedules and badge issuance.
• Serve as a liaison with HR on employee relations attendance and performance issues.

Client Relations & Site Visits

• Conduct regular site visits to assess officer performance post conditions and client satisfaction.
• Communicate client feedback and service issues promptly to management.
• Assist in preparing client updates service audits and review meetings.

Qualifications

• 24 years of experience in security operations coordination or scheduling.
• Proficiency with scheduling systems timekeeping platforms and Microsoft Office Suite (Excel Outlook Word).
• Strong analytical and organizational skills with a high attention to detail.
• Excellent interpersonal and communication skills both written and verbal.
• Must possess or be able to obtain a valid California Guard Card.
• Flexible availability including nights weekends and holidays as needed.
• Experience with finance or invoicing is a plus.