About the job

Key Responsibilities

Front Desk and Office

·      Answer main phone lines and greet visitors; direct callers and visitors to the right person.

·      Receive and route mail, packages, and deliveries; prepare outgoing shipments.

·      Order office supplies and manage day-to-day office vendors.

·      Keep the front desk, common areas, and conference rooms presentable and ready for customer visits.

·      Support room scheduling and day-to-day office needs as they come up.

Certificates of Insurance

·      Send certificates of insurance (COIs) to customers the same day they are requested, working with our insurance broker.

·      Collect and verify COIs and insurance endorsements from subcontractors before their first job.

·      Track policy and COI expiration dates and follow up before coverage lapses.

Licensing

·      Maintain the roster of HTS alarm contracting licenses - 31 states, the District of Columbia, and Alberta - including renewal dates, fees, and current status.

·      Prepare state renewal paperwork and filings with our licensing lead, on each state's schedule.

·      Track qualifier and continuing-education requirements where states require them.

·      Keep license records organized and retrievable for customer, insurance, and audit requests.

Vendor and Subcontractor Onboarding

·      Run onboarding for new vendors and subcontractors with our staff accountant: W-9, certificate of insurance, and a signed agreement before the first purchase order or first job.

·      Keep vendor files current - W-9s, insurance, agreements - and flag documents that are missing or about to expire.

People Operations Support

·      Coordinate new-hire logistics: paperwork, equipment, and badges ready before day one.

·      Run the offboarding checklist on an employee's last day - badge deactivation, equipment return, access removal - completed the same day.

·      Support people-ops paperwork and records as assigned by the Chief of Staff.

Qualifications

Required

·      2+ years of office administration, office coordination, or a similar role.

·      A personal system for tracking deadlines - you keep it current and you do not let dates slip.

·      Proficient with Microsoft 365 (Outlook, Word, Excel, Teams).

·      Clear and professional communication in person, by phone, and in writing.

·      Reliable attendance - this role staffs the front desk during business hours.

Preferred

·      Experience with certificates of insurance, contractor licensing, or vendor compliance, especially in construction, security, or IT.

·      Experience with new-hire or HR paperwork.

·      Familiarity with an HR platform such as Gusto.

Work Environment

·      In office, Monday–Friday, 9:00 a.m.–5:00 p.m., at our West Chester headquarters (WCHQ), 5 W Gay Street, West Chester, PA 19380. This is not a remote or hybrid role.

·      Office environment with regular interaction with staff across our network operations center, field service, and project teams, plus visitors, couriers, and vendors.

·      Front desk coverage during business hours, Monday through Friday.

·      Occasionally lift and move deliveries and supply orders.

·      The pace varies: a steady office routine, punctuated by same-day COI requests and renewal deadlines.