Administrative / Office Assistant

Ambassador Worldwide Protection Agency; Memphis (TN); On-site; USD 38,000 - 60,000; Full time

Benefits offered by this job

Competitive pay

Health, dental, and vision insurance

Paid time off and performance-basedBon

Job summary

Ambassador Worldwide Protection Agency in Memphis seeks two Administrative Office Assistants to support daily operations of a private protective agency. You will handle payroll coordination, scheduling, document preparation, and record-keeping with discretion and accuracy.

The role emphasizes office efficiency, confidentiality, and compliance, with opportunities to contribute to process improvements and staff onboarding.

Qualifications

• Administrative expertise in office operations and record-keeping.
• Proficiency with spreadsheets, Word, Outlook, and database software.
• Experience with Belfry scheduling and ADP payroll is a plus.
• Ability to analyze data and produce clear reports.
• Excellent written and verbal communication with clients and staff.
• Detail-oriented, reliable, and able to maintain confidentiality.
• Able to learn and adapt to industry-specific laws and policies.

Responsibilities

• Manage employee schedules and payroll coordination with ADP.
• Prepare documents, reports, invoices, and file organization.
• Maintain sensitive records and renewals for licenses/certifications.
• Ensure policy compliance and confidentiality of agency business.
• Conduct research for projects and suggest efficiency improvements.
• Support recruitment and onboarding of new personnel.

Skills

Administrative expertise

Analytical ability

Communication

Detail-oriented

Adaptability

Office software

Tools

Belfry

ADP

Excel

Word

Outlook

Database

Job description

About the Role

Ambassador Worldwide Protection Agency, a leading U.S. Government security contractor, is seeking two detail-oriented and organized Administrative Office Assistants to join our team. This is a "true" office support role focused on the essential daily operations of a private protective agency. The successful candidate will be responsible for maintaining office efficiency, managing complex schedules, and ensuring accurate payroll processing.

Key Responsibilities

• Payroll & Scheduling: Manage employee schedules for a high-volume workforce using Belfry and coordinate with the payroll department via ADP to ensure accurate and timely compensation.
• Office Administration: Prepare documents, reports, and invoices; manage the ordering of office supplies and maintain organized filing systems.
• Record Keeping: Gather, review, and maintain sensitive records, including supporting documentation, authorizations, and employee license/certification renewals.
• Compliance: Ensure company policies and procedures are followed and maintain strict confidentiality regarding all agency business.
• Operational Support: Conduct research for agency projects and recommend improvements to streamline daily business efficiency.
• Recruitment Support: Assist in the recruitment process and facilitate the onboarding of new personnel.

Requirements

• Administrative Expertise: Strong knowledge of office operational procedures and record-keeping practices.
• Technical Skills: Proficiency in computer applications, specifically spreadsheets (Excel), word processing (Word), calendar management (Outlook), and database software.
• Software Experience: Experience with Belfry (scheduling) and ADP (payroll) is a significant plus.
• Analytical Ability: Ability to analyze facts, figures, and processes to provide clear and accurate reports.
• Communication & Tact: Excellent written and oral communication skills to interact professionally with both clients and agency personnel.
• Detail-Oriented: A results-oriented mindset with high levels of thoroughness, dependability, and good judgment.
• Adaptability: The ability to learn and adapt to industry-specific laws, regulations, and evolving company policies.

What We Offer

• Competitive Pay: Commensurate with experience.
• Comprehensive Benefits: Access to Paid Time Off (PTO), health, dental, and vision insurance plans, along with eligibility for performance-based bonuses.
• Professional Growth: Access to ongoing training and development resources within a premier global security agency.
• Commitment to Diversity: AWPA is an Equal Opportunity Employer. We take pride in our veteran-friendly environment and strongly encourage military veterans and former law enforcement professionals to apply.

So that you know, only applicants selected for an interview will be contacted. Thank you for considering Ambassador Worldwide Protection Agency as your next career move.