Security Administrator - Pharmaceutical Site

Allied Universal Security Services; Toronto; On-site; CAD 74,501,000 - 79,074,000; Full time

Benefits offered by this job

Medical, dental & vision coverage

Job summary

Allied Universal Security Services in Toronto is seeking a Security Administrator for a pharmaceutical site. This role provides comprehensive administrative and operational support to the Security Department, including reports, dashboards, payroll support, onboarding and access control administration.

The ideal candidate has a Diploma in Office Administration or related field, 3+ years of admin experience in manufacturing/security, and advanced MS Office skills with strong Excel data analysis.

Qualifications

• Diploma in Office Administration or related field or equivalent
• Minimum 3 years administrative experience, preferably in manufacturing, security or operations
• Advanced Microsoft Office proficiency and strong Excel skills

Responsibilities

• Provide comprehensive administrative support to the Security Manager and Security Department.
• Prepare, edit and maintain documents including reports, agendas, minutes and SOPs.
• Develop and maintain departmental dashboards and KPIs using Microsoft Excel; analyze data for decision-making.

Skills

MS Office Pro

Excel data analysis

Documentation & SOPs

Communications skills

Confidentiality

Education

Diploma in Office Administration or related field

Tools

SAP / ERP systems

Access control systems

Payroll software

Document management systems

Job description

Company Overview

We are North America's leading security and facility services provider with approximately 300,000 service personnel. At Allied Universal(R), we pride ourselves on fostering a promote from within culture. There are countless examples of individuals who began their career as Security Professionals and today hold positions on our senior leadership team. We offer medical, dental and vision coverage, life insurance, employee assistance programs, company discounts, perks and more for most full-time positions!

Start your phenomenal career with Allied Universal today!

Allied Universal is seeking Security Administratorfor a Pharmaceutical site in North York, ON.

Job Title

Security Administrator - Pharmaceutical Site

Location

Toronto(North York), ON

Employment Type

Full-Time

Reports To

Security Manager

Pay Rate

$26.00 - $27.50 per hour with annual incremental increases based on tenure, performance and completion of courses.

Schedule

Monday to Friday, 8:00 a.m. – 4:30 p.m. (30-minute unpaid lunch) flexibility to adjust hours are a requirement. All hours are in office; there are no remote hours for this position.

Position Summary

We are seeking a highly organized, detail-oriented Administrator to join a Security team in a fast-paced manufacturing environment. Reporting to the Security Manager, this position provides comprehensive administrative and operational support to the Security Department. The successful candidate will coordinate daily administrative activities, maintain departmental records and security databases, prepare reports and presentations, support payroll and purchasing processes, and assist with access control administration.

The ideal candidate is a proactive, self-motivated professional with exceptional organizational skills, advanced Microsoft Office proficiency, and the ability to manage multiple priorities while maintaining accuracy and confidentiality. Previous experience supporting a Security Department or working in a manufacturing or industrial environment is considered an asset.

Key Responsibilities

• Provide comprehensive administrative support to the Security Manager and Security Department, ensuring the efficient day-to-day operation of the department.
• Prepare, edit, proofread, and maintain a variety of documents, including correspondence, reports, presentations, meeting agendas, meeting minutes, policies, Standard Operating Procedures (SOPs), forms, and other departmental documentation.
• Develop and maintain departmental reports, dashboards, and Key Performance Indicators (KPIs) using Microsoft Excel. Compile, analyze, and present operational data to support decision-making, compliance reporting, and continuous improvement initiatives.
• Maintain accurate electronic and hard-copy filing systems, departmental records, and security databases while ensuring the confidentiality and integrity of sensitive information.
• Administer and maintain security-related systems and records, including access control, key control, parking control, training records, and other departmental databases, ensuring information remains accurate and current.
• Coordinate administrative activities related to employee onboarding, including preparing security documentation, access requests, identification requirements, and maintaining employee records.
• Support payroll administration and assist with purchase requisitions, purchase orders, invoices, service requests, work orders, and departmental budget tracking.
• Coordinate meetings, training sessions, and departmental events by scheduling, preparing meeting materials, developing PowerPoint presentations, recording meeting minutes, and following up on action items.
• Maintain and update departmental policies, Standard Operating Procedures (SOPs), controlled documents, and other records to ensure compliance with company standards and regulatory requirements.
• Monitor departmental training records, compliance requirements, and audit-related documentation, ensuring records are accurate and current.
• Maintain office supply inventories and assist with departmental projects, process improvements, and special assignments.
• Respond professionally to internal and external inquiries and collaborate with Human Resources, Operations, Facilities, and other departments to support Security initiatives.
• Perform all duties in accordance with company policies, health and safety requirements, security procedures, and confidentiality standards.
• Supports as required with processing badge requests, maintains accurate records, supports onboarding and offboarding activities, and ensures compliance with organizational and regulatory security requirements, as needed.
• Perform other related duties as assigned.

Qualifications

• Diploma in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience.
• Minimum of three (3) years of progressive administrative experience, preferably in a manufacturing, industrial, security, or operations environment.
• Previous experience supporting a Security Department is considered an asset.
• Skills and Experience
• Advanced proficiency in Microsoft Office Suite, particularly Microsoft Excel, Word, Outlook, and PowerPoint.
• Strong Excel skills, including formulas, PivotTables, charts, data analysis, reporting, and tracking of operational metrics and KPIs.
• Demonstrated experience preparing professional business documents, reports, presentations, policies, and Standard Operating Procedures (SOPs).
• Experience maintaining electronic databases, document management systems, and business software applications.
• Experience with payroll administration, purchasing, invoicing, budget tracking, and financial documentation is considered an asset.
• Knowledge of access control systems, key management systems, and security-related software is considered an asset.
• Experience with ERP systems (e.g., SAP) or similar business management software is preferred.
• Excellent organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Strong verbal and written communication skills and the ability to interact professionally with employees, contractors, visitors, and management.
• Excellent time management skills with the ability to prioritize multiple tasks, manage changing priorities, and consistently meet deadlines.
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
• Self-motivated with the ability to work independently while contributing effectively within a collaborative team environment.

Requirements

• Legally authorized to work Full-Time hours in Canada.
• Must have a valid Ontario Security License.
• Standard CPR or willing to obtain one (reimbursement will be provided)
• Must have a valid Ontario Full G Drivers License.
• Due to site requirements in pharmaceutical, individuals will be required to provide proof of vaccination for the following:
• Diphtheria
• Pertussis
• Tetanus
• Flu

Provincial coverage for vaccinations. Additional fees will be covered by Allied Universal that are associated with the vaccination process.

What You'll Bring

• You are an organized, dependable professional who enjoys working with data, documentation, and processes. You thrive in a fast-paced environment, take pride in producing accurate, high-quality work, and are comfortable managing multiple priorities while supporting the operational success of the Security Department.

Allied Universal® is an inclusive and equitable employer, encouraging applications from qualified women and men including persons with disabilities, members of visible minorities, and Aboriginal persons.