Administrative Specialist - Outreach

UNAVAILABLE; Ann Arbor (MI); On-site; USD 40,000 - 55,000; Full time

Job summary

Pinkerton is seeking an Administrative Specialist – Outreach to support the Outreach & Communications department in managing the Company Store, handling client and partner outreach, and coordinating corporate events. The role requires strong organizational skills, judgment, and the ability to handle both administrative and hands-on operational tasks with direction from the Director.

The ideal candidate has an associate degree with at least three years of project management or similar experience,

Qualifications

• Associate degree with a minimum of 3 years relevant experience in project management or an equivalent combination of education and experience sufficient to perform the essential functions of the job.
• Able to interact effectively across all levels and across diverse cultures.
• Results oriented with a strong sense of urgency and follow-through.
• Experience in international shipping via FedEx, UPS, and USPS.
• Able to multitask and organize workload for effective implementation.
• Excellent verbal and written communication skills.

Responsibilities

• Represent Pinkerton's core values of integrity, vigilance, and excellence.
• Coordinate departmental projects and client/partner outreach initiatives — including gifting requests, branded merchandise, and fulfillment — from planning through completion.
• Manage day-to-day Company Store operations, including product listings, order processing, customer inquiries, and vendor coordination.
• Coordinate purchasing and production activities with approved suppliers, including quotes, order tracking, and delivery arrangements.
• Prepare and distribute program materials and communications using approved templates and content.
• Coordinate logistics for corporate events and meetings in collaboration with the outreach team and other departments — venues, accommodations, catering, transportation, AV, registration, and materials.
• Support events onsite and post-event, including shipments, setup, expense tracking, invoice documentation, and reconciliation.
• Support recurring departmental operations, including employee recognition programs, inventory/shipping/warehouse coordination, and headquarters support (vendor coordination, deliveries, onsite coverage).
• Assist with equipment intake, custody tracking, secure storage, and redistribution per IT/departmental procedures.
• Maintain accurate records (projects, suppliers, purchases, expenses) and flag discrepancies, scheduling conflicts, or cost concerns.
• Escalate nonstandard issues, policy questions, or significant decisions to the Director, while collaborating with the team to maintain service continuity.
• All other duties, as assigned.

Skills

Communication

Multitasking

Teamwork

Attention to detail

Organization

MS Office

Cross-cultural

Education

Associate degree

Tools

FedEx

UPS

USPS

Job description

Overview

170+ Years Strong. Industry Leader. Global Impact.At Pinkerton, the mission is to protect our clients. To do this, we provide enterprise risk management services and programs specifically designed for each client. Pinkerton employees are one of our most important assets and critical to the delivery of world-class solutions. Bonded together, we share a commitment to integrity, vigilance, and excellence.

Pinkerton is an inclusive employer who seeks candidates with diverse backgrounds, experiences, and perspectives to join our network of industry subject matter experts.

The Administrative Specialist - Outreach supports Pinkerton's Outreach & Communications department by managing Company Store administration, handling client and partner outreach, assisting with coordinating corporate events and participating in departmental projects. The role requires strong organizational skills, sound judgment, and the flexibility to handle both administrative and hands‑on operational tasks, with priorities assigned by the Director based on departmental needs.

Responsibilities

• Represent Pinkerton's core values of integrity, vigilance, and excellence.
• Coordinate departmental projects and client/partner outreach initiatives — including gifting requests, branded merchandise, and fulfillment — from planning through completion.
• Manage day-to-day Company Store operations, including product listings, order processing, customer inquiries, and vendor coordination.
• Coordinate purchasing and production activities with approved suppliers, including quotes, order tracking, and delivery arrangements.
• Prepare and distribute program materials and communications using approved templates and content.
• Coordinate logistics for corporate events and meetings in collaboration with the outreach team and other departments — venues, accommodations, catering, transportation, AV, registration, and materials.
• Support events onsite and post-event, including shipments, setup, expense tracking, invoice documentation, and reconciliation.
• Support recurring departmental operations, including employee recognition programs, inventory/shipping/warehouse coordination, and headquarters support (vendor coordination, deliveries, onsite coverage).
• Assist with equipment intake, custody tracking, secure storage, and redistribution per IT/departmental procedures.
• Maintain accurate records (projects, suppliers, purchases, expenses) and flag discrepancies, scheduling conflicts, or cost concerns.
• Escalate nonstandard issues, policy questions, or significant decisions to the Director, while collaborating with the team to maintain service continuity.
• All other duties, as assigned.

Qualifications

Associate degree with a minimum of 3 years relevant experience in project management or an equivalent combination of education and experience sufficient to perform the essential functions of the job, as determined by the company.

• Able to interact effectively across all levels and across diverse cultures.
• Results orientated with a strong sense of urgency and follow-through.
• Experience in international shipping via FedEx, UPS, and USPS.
• Able to multitask and organize workload for effective implementation.
• Excellent verbal and written communication skills.
• Able to carry out responsibilities with little to no supervision.
• Serve as an effective team member.
• Able to manage multiple projects simultaneously while managing competing priorities and deadlines.
• Attentive to detail and accuracy.
• Computer skills; Microsoft Office.

Working Conditions:

With or without reasonable accommodation, requires the physical and mental capacity to effectively perform all essential functions;

• Maintain composure in dealing with authorities, executives, clients, staff, and the public occasionally under conditions of urgency and in pressure situations.
• Exposure to sensitive and confidential information.
• Regular computer useage.
• Ability to handle mulitple tasks concurrently.
• Close and distant vision and ability to adjust focus.
• Frequent sitting.

Pinkerton is an equal opportunity employer to all applicants and positions without regard to race/ethnicity, color, national origin, ancestry, sex/gender, gender identity/expression, sexual orientation, marital/prenatal status, pregnancy/childbirth or related conditions, religion, creed, age, disability, genetic information, veteran status, or any protected status by local, state, federal or country-specific law.