📢 Front Desk Administrative Assistant - El Segundo

Marksman Security is built on serving our clients and building careers – just like yours. We are trusted by some of the most well-known companies and properties in the country while remaining dedicated to building personalized security solutions that solve the needs of every customer we support. Named as a nationally recognized Top Workplace in 2024 and 2025 by USA Today, Marksman's customized approach to security services will provide you with the opportunity to learn, grow and succeed. Our core values of being Unified, Transparent, Innovative, Committed and Accountable help us in providing unparalleled service and support in all that we do. If you are looking for a meaningful career, a culture of excellence, and the ability to make a difference, we want to talk to you! 🔥 NOW HIRING: Front Desk Administrative Assistant 📍 Location: El Segundo, CA 💰 Pay Rate: $27.80 per hour 🗓️ Schedule: Monday – Friday | 9:00 AM – 5:00 PM Position Summary Marksman Security is seeking a highly organized, professional, and detail-oriented Front Desk Administrative Assistant to support daily branch operations, recruitment, onboarding, employee documentation, uniform distribution, and general administrative functions. This position serves as a primary point of contact for Southern California employees, visitors, and callers while coordinating with internal departments, account managers, and site personnel. The ideal candidate is customer-service-oriented, dependable, and able to manage multiple responsibilities while maintaining a professional, secure, and organized office environment. Key Responsibilities 📞 Front Desk & Reception Answer incoming phone calls, greet visitors, and direct inquiries to the appropriate department. Serve as the primary point of contact for Southern California employees contacting the branch for assistance. Screen initial recruitment calls, review candidate applications in Greenhouse, and transfer calls to recruiters when additional assistance is needed. Monitor and respond to emails promptly, acknowledge inquiries, and provide requested information or route requests to the appropriate department. Review employee requests and coordinate follow-up with Human Resources, Administration, and other relevant teams. Maintain a secure, professional, and welcoming front desk environment. Ensure the Ring camera and front desk television are operational at the start of the shift, with company videos playing as appropriate. 👥 Recruitment & Onboarding Support Provide initial employment applications to candidates and review submissions for missing information. Follow up with candidates to obtain incomplete application information. Retrieve and print California BSIS guard card information from online resources and attach it to the appropriate application. Submit completed applications and supporting documentation to the recruitment team. Assist new hires with ADP onboarding and provide instructions and support throughout the process. Contact new hires to collect uniform sizes and coordinate uniform requests. Send required direct deposit forms, wage forms, and benefits agreements through Adobe for electronic signatures. Schedule appointments and meetings using Google Meet. Assist with CPR compliance tracking for security officers assigned to Amazon MGM Studios and maintain updated compliance records. 📂 Data Entry & Records Management Collect, organize, and file employee documents accurately. Forward employee documentation received by email to the Human Resources department. Maintain updated BSIS records for active and terminated employees. Organize employee folders alphabetically by last name. Track, update, and maintain filing cabinets and employee records according to HR requests. Collect updated employee documentation and follow up with individuals to obtain outstanding information. Prepare and mail final documentation to terminated employees. Maintain accurate records while handling employee information with confidentiality and professionalism. 👕 Uniform & Inventory Management Serve as the primary uniform point of contact for all California sites. Maintain accurate uniform inventory and monitor stock levels across branch locations. Order uniforms based on inventory availability and operational needs. Process uniform requests promptly and place orders when requested items are unavailable. Coordinate uniform shipments through FedEx or USPS. Arrange direct shipments from vendors to Chico and other Northern California sites when requested. Coordinate uniform deliveries with the road supervisor team and provide recipients with estimated delivery times. Coordinate pickup and dry cleaning of returned or soiled uniforms. Inspect returned uniforms for reuse and ensure damaged uniforms are properly removed from circulation. Provide weekly uniform status updates to the team. Keep Samsung account managers informed about uniform requests, orders, and delivery status. Provide at least 24 hours' notice before arriving at the Samsung Neovia site, as required. 🏢 Office Maintenance & Organization Maintain a clean, organized, and professional office environment for employees and visitors. Keep the front desk and common areas clean and organized. Sanitize tables regularly and vacuum carpets as needed. Order office snacks twice monthly or as needed. Clean and prepare the VP's office when leadership visits the branch. Monitor the front desk area to help maintain a safe and secure workplace. Coordinate and fulfill office and client-site supply requests. 🚗 Fleet Vehicle & Shipping Support Use company fleet vehicles when necessary to transport and ship items, including routine shipping-related trips. Refill vehicle fuel tanks using the authorized company card and assigned PIN. Assist with organizing and setting up fleet vehicle key lockboxes. Transport uniforms, supplies, and other authorized items for shipment or delivery as needed. 📝 General Administrative Support Provide administrative and clerical assistance to the Administration and HR teams. Make outgoing calls to collect, confirm, or provide employee and operational information. Assist with document preparation, data entry, filing, and record maintenance. Schedule meetings and appointments using Google Meet. Coordinate employee documentation updates and follow up on outstanding requests. Communicate updates to relevant departments, account managers, and site contacts. Perform other administrative duties as needed to support daily branch operations. Qualifications & Skills Strong verbal and written communication skills. Excellent customer service and telephone etiquette. Strong organizational skills and attention to detail. Ability to manage multiple tasks, prioritize requests, and meet deadlines. Proficiency with email, data entry, document management, and standard office software. Ability to learn and navigate systems such as Greenhouse, ADP, Adobe, and Google Workspace. Strong follow-up, problem-solving, and time-management skills. Ability to maintain confidentiality when handling employee records and sensitive documentation. Dependable, professional, and capable of working independently and collaboratively. Ability to coordinate effectively with employees, recruiters, HR personnel, account managers, vendors, and supervisors.