Administrative Support Manager

Centerra; Chicago (IL); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Benefits package

Job summary

Constellis is seeking an Administrative Support Manager for Argonne National Labs in Lemont, IL. The role focuses on administrative, compliance tracking, financial documentation, fleet coordination, and records management under a contract framework.

The position requires handling payroll, billing, and audit-ready documentation, with emphasis on confidentiality and regulatory compliance in a security-driven environment. This role supports event staffing and fleet operations on site.

Qualifications

• Experience in administrative management within a 24/7 operational or security environment.
• Experience in payroll processing, billing documentation, and financial recordkeeping preferred.
• Experience in fleet or asset management preferred.
• Experience in data handling, records management, and compliance documentation preferred.
• Ability to maintain confidentiality of personnel and operational information.
• Must hold individual Private Security Contractor License

Responsibilities

• Verify compliance testing for Protective Force personnel and schedule as required.
• Manage payroll and billing documentation for Protective Force Services, submit invoices for review.
• Initiate and complete Exception Reports and route for verification within 24 hours.
• Coordinate CLIN II documentation and maintain supporting materials for review.
• Maintain personnel files in accordance with law and contract requirements.
• Maintain training records and coordinate with Training Coordinator (recordkeeping focus).
• Provide administrative support for special event staffing as authorized.
• Coordinate fleet management including maintenance, estimates, and maintenance records.
• Conduct trending and analysis of vehicle accidents and fleet expenditures and provide reporting as required.
• Maintain Laboratory-owned in-car Mobile Video System (MVS) data and onsite organization.
• Maintain administrative and financial records in auditable form onsite.
• Log and document operational, administrative, compliance, and performance data as directed.
• Perform other duties within the contract scope as directed.

Skills

Payroll processing

Billing documentation

Financial records

Fleet management

Records management

Compliance documentation

Confidentiality

Private Security Contractor License

Job description

This is a proposal for Argonne National Labs in Lemont, IL for an Administrative Support Manager. TheAdministrative Support Manager (ASM) is responsible for administrative; compliance tracking, financial documentation, fleet coordination, and records management functions associated with this contract.

RESPONSIBILITIES

• Verify that all Protective Force personnel remain compliant with required drug, medical, and psychological testing requirements and schedule testing as necessary. Any positive drug or alcohol test shall result in immediate removal of the individual from this contract. The Contractor retains authority regarding employment status outside this contract. The TR shall be notified of all removals related to testing non-compliance.
• Manage payroll and billing documentation for Protective Force Services. Compile and submit invoice packages and supporting documentation to the Project Manager for review and certification prior to submission to the Laboratory. Maintain documentation in an audit-ready format.
• Initiate and complete Exception Reports as required, including those involving minimum staffing deficiencies. Submit completed Exception Reports to the Field Operations Manager for verification, then to the Project Manager for review and submission to the Laboratory within 24 hours of the initiating event.
• Coordinate with the Project Manager to compile documentation supporting all Contract Line Item (CLIN) II expenditures. The ASM shall not approve CLIN II expenditures but shall maintain supporting documentation for Laboratory review and certification.
• Maintain Contractor personnel files in accordance with applicable law and contract requirements. Personnel records shall be available for Laboratory audit upon request.
• Maintain training records in coordination with the Training Coordinator. Responsibilities are limited to recordkeeping and documentation, not curriculum development.
• Provide administrative support for special event staffing as authorized by the TR.
• Coordinate management of the Laboratory-owned Protective Force fleet, including scheduling routine maintenance, obtaining repair estimates, tracking damage repairs, and maintaining maintenance records. Insurance responsibilities remain in accordance with contract terms.
• Conduct trending and analysis of vehicle accidents and fleet expenditures and provide reporting as required in Exhibit 3.
• Maintain the Laboratory-owned in-car Mobile Video System (MVS), including scheduled downloads and secure onsite organization of data. MVS data is Laboratory property. The ASM may access footage for administrative purposes consistent with written directives.
• Maintain administrative and financial records in an organized and auditable manner onsite. Administrative records shall be clearly separated from operational records maintained by the Field Operations Manager. All records shall be available for Laboratory review upon request.
• Log, track, and document operational, administrative, compliance, and performance data as directed by the Laboratory or TR, including but not limited to staffing compliance, incidents, inspections, testing, training, fleet, payroll, billing, and access control activity. Duties may be reassigned or modified by the TR within the scope of this contract to meet operational needs.
• Perform other duties within the scope of this contract as directed.

QUALIFICATIONS

• Education and experience sufficient to perform the duties described herein. Equivalent combinations of education, training, and relevant experience may be considered.
• Experience in administrative management functions within a 24/7 operational or security environment.
• Experience in payroll processing, billing documentation, and financial recordkeeping preferred.
• Experience in fleet or asset management preferred.
• Experience in data handling, records management, and compliance documentation preferred.
• Ability to maintain confidentiality of personnel and operational information.
• Must hold individual Private Security Contractor License

BENEFITS

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.

Company Info

In an ever-changing and complex world, security concerns are paramount. Enhanced security requires education, training, and specialized skills. Constellis provides end-to-end risk management and comprehensive security solutions to safeguard people and infrastructure globally. Our team of strategic problem solvers has a steadfast moral compass and unwavering dedication to creating a safer world. Constellis is committed to the success of our customers and partners. Constellis protects critical priorities safely and efficiently around the world. Operating globally and based in the Washington D.C. area, our employees bring unparalleled dedication and passion for creating a safer world and upholding the highest standards of compliance, quality, and integrity. As a leading global provider of risk management, security, humanitarian, training and operational support services to government and commercial customers worldwide, Constellis' forward-thinking solutions include a range of synergistic services, including background investigations, social intelligence tools, advanced training, logistics and life support, UAV and K9 services, and crisis response mitigation. At Constellis, our number one priority is to secure success for our customers. For more information, visit www.constellis.com

EEOC Statement

Constellis and its affiliated companies are equal opportunity employers. All applicants receive consideration without regard to race, color, sex, age, ethnicity, religion, national origin, disability, veteran status or any other characteristic prohibited by federal, state, or local law.

In compliance with the ADA Amendments Act (ADAAA), should you have a disability, you can request an accommodation upon hire by Constellis or one of our companies.