Office Manager Scheduler

Overview

MSA Security®, An Allied Universal® Company, is a leading global provider of high consequence threat solutions. We offer customized and innovative security solutions developed and executed by a team of experienced professionals. We deploy more than 800 Canine Detection Teams nationwide to mitigate the explosive and active shooter threats. Our patented SmartTech® solution provides instant, remote X-ray screener support from FBI-trained bomb technicians. At MSA Security, we take pride in hiring professionals with diverse backgrounds in law enforcement and military service. Start your phenomenal career with us today! We offer medical, dental and vision coverage, life insurance, retirement plan, employee assistance programs, company discounts, perks and more for most full-time canine handler jobs and other roles!

Job Description

MSA Security, an Allied Universal® Company, is hiring a Office Manager/Scheduler. The Office Manager/Scheduler will provide overall administrative management for the West Coast Region. This Office Manager is a self-starter with the ability to prioritize needs from several departments. This individual will be responsible for the coordination and communication between our front-line employees, the client and MSA management.

Responsibilities

Oversee and support all administrative duties in the office and ensure that the office is operating smoothly Serve as primary point of contact for all office and guest needs Maintenance of the training facility, including but not limited to expenses, supplies Organize logistics for small and large events, certifications, and presentations; develop relationships with vendors, negotiate rates for space and equipment rental as well as bulk room rates for attendees Coordinate travel arrangements for the Operations and Sales team Work in conjunction with Human Resources to confirm new hires and get them oriented to proper systems and the company also working with the sales department for supporting client requests Work with finance on billing support and preparing expense reports Schedule and prepare meetings for the various lines of business Tracking and maintaining all reports Primary contact for all assigned client sites as it pertains to Scheduling Maintain contact with field employees to ensure timely arrival, answering of post questions, and any additional information Tracking of phone call, scheduling changes, cancellation, and refusals for accepting post Maintain Scheduling database to ensure accurate information on the daily schedule is posted Schedule employees daily for clients minimizing overtime, the need for bringing in support from other regions, and/or missing posts Communicate and coordinate with management and our front-line employees to make all adjustments when necessary due to changes in the schedule (client requests, call-outs, PTO, bereavement, military drills, vacation etc.) Clear all “exceptions” to the schedule on a daily basis to ensure the weekly payroll records are correct by calling handlers/operatives, verifying data, etc., and documenting steps taken also resolving billing issues

Qualifications

High School Diploma or equivalent Minimum of three (3) years of administrative support experience in an office setting Ability to make fast scheduling decisions as changes and adjustments occur Exceptional organizational skills Strong attention to detail Ability to work collaboratively with others; build strong working relationships Demonstrated ability to make independent decisions quickly; to reprioritize importance of issues and to resolve issues in order of importance Ability to follow up and work independently Knowledge of Microsoft Office Suite with the ability to create and analyze reports as necessary required Ability to work in a fast-paced environment; manages stress well and can succeed despite multiple challenges being on one’s plate at once Analytical skills, ability to tie numbers together and identify anomalies Proficiency in Adobe Acrobat Familiarity with SharePoint Excellent written and oral communications skills

Preferred Qualifications

Experience using NetSuite, EPay and/or Concur Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook) College degree in Business, Human Resources, Accounting, or related field of study Prior experience utilizing Customer Relationship Management systems

Benefits

Medical, dental, vision, basic life, AD&D, and disability insurance401(k) plan, subject to eligibility requirementsPaid time off offered at an accrual rate of 4.923 hours bi-weeklyEight paid holidaysEmployee Assistance ProgramEmployee discounts through our perks program to your favorite restaurants, entertainment venues and much more…

Pay $67,000 to $72,000 per year

Closing

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com

If you have any questions regarding Equal Employment Opportunity, Affirmative Action, Diversity and Inclusion, have difficulty using the online system and require an alternate method to apply, or require an accommodation at any time during the recruitment and/or employment process, please contact our local Human Resources department. To find an office near you, please visit: www.aus.com/offices .

Requisition ID

2024-1198424