Administrative Assistant

Job Title: Full Time Administrative Assistant

Job Overview:

Barbier Security Group is seeking a dynamic and organized individual to join our team as an In-Office Administrative Assistant with a focus on and support for Recruiting duties. Their efforts help drive the Operational and Human Resource objective of serving our clients by hiring qualified Security personnel for the company. The ideal candidate will provide efficient administrative support to the team while actively participating in the Recruitment and Onboarding processes.

Hourly Rate: $25.00 - $27.00 per hour

Office Hours: 9:30am - 6pm / occasional weekends

Key Responsibilities:

• Administrative Support:
  • Provide general administrative support to ensure the smooth functioning of the office
  • Answer and direct phone calls, manage emails, and handle office correspondence
  • Provide an efficient and high-touch experience for customers to include the public, applicants and employees
  • Conduct follow up calls to New Hires, confirm interviews, maintain calendars
  • Maintain and organize office files, documents, and records.

• Recruitment Duties:
  • Assist in most phases of the full recruitment life cycle, resume screening, and scheduling interviews
  • Coordinate and communicate with candidates and hiring managers to ensure a seamless recruitment process
  • Conduct initial candidate phone screenings and participate in interviews.
  • Assist with processing Background and Drug screen checks, monitoring for timely completion.

• Onboarding:
  • Assist in the onboarding process for new hires, including preparing necessary documentation and facilitating Orientation sessions.
  • Welcome New Hires to trainings, set up/prepare rooms
  • Assist in maintaining uniform inventory, prep and issuance to New Hires, coordinate exchanges for Officers

• HR Assistance:
  • Collaborate with the HR department to maintain accurate employee records
  • Assist in the coordination of HR-related events, training sessions, and employee engagement initiatives
  • Assist in the verification of I9s

• Data Management:
  • Maintain and update employee databases, ensuring accuracy and confidentiality of information (ex: Indeed, Greenhouse, Google Suite)
  • Organize and categorize candidate information for easy retrieval

• Office Coordination:
  • Coordinate office logistics, including meetings, interviews, conferences.
  • Order and manage office supplies/ uniform inventory ensuring supply, availability and cost-effectiveness
  • Additional duties and responsibilities as assigned

Qualifications:

• Proven experience as an Administrative Assistant or similar role
• Familiarity with recruitment, onboarding processes and basic HR functions
• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Proficient in Microsoft Office Suite and basic HR software
• Detail-oriented with a proactive and positive attitude
• Able to thrive in a fast-paced environment
• Ability to maintain confidentiality and handle sensitive information
• Process oriented with high attention to detail, and triage a problem quickly providing precise/clear information while working under minimum supervision
• Must be able to sit for long durations, perform tasks involving repetitive hand motions (typing/filing), reading from multiple computer screens, and occasionally lift up to 40 pounds in a standard office environment
• Must be able to commute M-F to office in Marin County - work is 8hr shifts - may include weekends on occasion

Benefits:

• 401(k) matching
• Health insurance
• Vision and Dental Insurance
• Vacation Pay
• 6 Paid Holidays
• Paid Sick Leave
• Employee assistance program
• Financial Wellness Program
• Working Advantage: discounts on products and services
• Columbia Store Employee Discount program
• Opportunities for professional development and growth
• Supportive and inclusive company culture

Education and Experience:

• High school diploma or equivalent; additional education or certification in HR or in office administration a plus
• 2yrs previous experience in an administrative or recruitment role is highly desirable

Location: Novato, Ca. * This is a non-remote position. Priority will be given to applicants currently residing within a reasonable commute to our Novato office.

If you are a motivated Recruiting HR professional with a passion for making a difference, we invite you to apply! Please submit your resume, and a cover letter outlining your qualifications and describe why you are interested in joining our team.

PPO # 16508 I TFB # 1150 I TIB # 1710