HR Administrative Assistant Security

HR Administrative Assistant Compliance & Audit Focused
Department:Administration
Reports To:Human Resources Manager
Location:Corporate Office
Job Type:Full-Time

• Maintain expert-level working knowledge ofTOPS (Texas Online Private Security system)and Texas Department of Public Safety regulatory requirements.
• Ensure all officers licenses registrations renewals and certifications are active accurate and properly documented.
• Proactively monitor expiration dates and compliance deadlines.
• Prepare for and lead all TOPS-related audits and state compliance reviews.
• Serve as the internal subject matter expert for regulatory compliance in the physical security industry.

• Maintain complete organized and audit-ready electronic employee files at all times.
• Ensure all onboarding documents I-9s licenses certifications training records asset acknowledgments and compliance forms are digitized and properly stored.
• Be prepared to produce full employee or company compliance files electronically within hours of request.
• Conduct internal compliance reviews and documentation spot-checks.
• Develop and maintain standardized audit-response procedures.
• Partner with HR Manager and Operations to ensure no compliance gaps exist across multi-site workforce.

• Manage end-to-end onboarding using company CRM and systems.
• Ensure all licensing training and credential requirements are completed before officers are deployed.
• Maintain accurate employee records using:
  • Netchex (HRIS)
  • TrackTik (Guard Management Software)
  • ATS (Applicant Tracking System)
• Ensure field-readiness in partnership with Operations.

• Oversee uniform and equipment issuance using TrackTik Asset Management module.
• Maintain documented issuance and return logs.
• Ensure all asset acknowledgments are electronically signed and stored.
• Track equipment recovery during terminations.
• Conduct periodic asset reconciliation audits.
• Maintain minimum inventory levels and vendor coordination.
• Notify Finance/HR for invoicing or payroll deductions when applicable.

• Maintain performance documentation corrective action records and termination documentation.
• Support unemployment documentation preparation.
• Ensure complete documentation exists to protect the company in workforce disputes.
• Respond to employee compliance-related inquiries.

• Develop and refine HR SOPs and compliance checklists.
• Strengthen internal controls to maintain audit-ready status.
• Improve documentation workflows and digital organization.

• Recruiting or talent acquisition
• Payroll processing
• Benefits or insurance administration

• 13 years of experience in HR Generalist HR Operations or HR Compliance role
• Required: Experience in physical security guard services or regulated workforce environments
• Strong working knowledge of TOPS and Texas DPS Private Security regulations
• Experience preparing for state audits or regulatory compliance reviews
• Experience maintaining audit-ready electronic HR documentation systems
• Familiarity with HRIS and workforce management systems (Netchex and TrackTik preferred)
• High attention to detail and strong documentation discipline
• Strong organizational and compliance-driven mindset
• Proficient typing skills (45 WPM)
• Microsoft Office proficiency (Outlook Word Excel)
• CRM familiarity preferred

• Vacation / PTO
• Career advancement opportunities
• Direct deposit
• Weekly Pay
• Professional work environment
• Beautiful office
• Strong company culture

• Office-based in-person role (8:00am 5:00pm full-time/salary)
• May require occasional after-hours availability during audits or urgent compliance matters
• Primarily seated with regular phone and computer use