Job Description

Who We Are

Guardteck Security is a trusted Canadian-owned and operated provider of security services, proudly operating under Kandor Management Corp., a facility services provider alongside Everclean Facility Services and Kendrix Technologies. We support clients across a diverse range of industries. We believe that exceptional service begins with the right people. That’s why we invest heavily in our team through thorough training, ongoing support, and genuine opportunities for growth. When our people are empowered and set up for success, it reflects in every interaction and at every site we support.

Security is more than a service, it’s a responsibility. Our teams are committed to creating safe, reliable environments while building strong relationships with the clients and communities we support. Every site is approached with professionalism, consistency, and a commitment to doing things the right way.

Our strength lies in our people. Every role contributes to the outstanding level of service we are known for, and each individual brings unique value to our team. We are proud to be an equal opportunity employer, dedicated to creating a workplace where individuals can develop meaningful, long-term careers.

This is an exciting opportunity to join Guardteck’s security team and be part of the impactful work we do.

Job Title: Site Administrator

Job Description

Position Title: Site Administrator

Department: Operations

Report to Site Manager

Manage: Nil

Portfolio Focus:

This administrative and support position requires the incumbent to balance the office’s administrative functions with operational support for field personnel and management.

The Administrative Officer position has been introduced to oversee administrative requirements to support the supervisory team (Site Manager, Assistant Manager, Supervisors, and Lead Hands). This role ensures that rules and procedures are being met while promoting a culture and environment where employees feel comfortable and motivated. In addition, the security teams operate on a 24-hour schedule, so the position must be flexible to accommodate training during all shifts (or parts thereof).

Key Responsibilities

Site Administration (% Time Spent)

• Follow Guardteck’s standards, rules, and policies.
• Prepare schedules for additional coverage and special request coverage, including, but not limited to:
• Sourcing available coverage and updating/creating the required schedule; and
• Confirming schedule with the client and with scheduled guard(s) in writing
• Find replacement or relief coverage as required for book-offs and no-shows during business hours and after-hours
• Provide scheduling support for supervisors
• Establish and maintain a suitable list of supplemental or “bullpen” personnel for each location; liaise with supervisors on the appropriate number of personnel required
• Payroll and scheduling reconciliation
• Billing reconciliation for additional coverage and permanent sites
• Data entry into WinTeam:
• Create and update employee records as needed and as required;
• Update training records in the Compliance Tracker;
• Enter and update employee license information into the Compliance Tracker;
• All scheduling-related data; and
• Other related data entry tasks as assigned
• Schedule and perform interviews for prospective new personnel, including telephone screening and in-person interviews as required
• Placement of prospective new personnel as required
• Schedule new personnel for training as required, i.e., first aid training, WHMIS, GuardTeck orientation, as well as applicable in-service training
• Uniforms issuance and tracking:
• Issue uniforms to new personnel and document uniform and equipment issued to personnel;
• Monitor uniform levels and order as necessary to maintain established stock levels; and
• Put away new uniform stock and keep uniform stock tidy and organized
• Filing of office documents
• Assist with troubleshooting technology and equipment
• Create Operations’ policies and procedures and any other documents as requested
• Other duties as reasonably assigned and as necessary

Knowledge, Skills, Experience and Education:

• Ability to work independently and as a team player.
• Honesty, discipline, and commitment.
• Excellent written and verbal communication skills.
• Outstanding problem-solving skills, attention to detail, and awareness of Guardteck’s business environment and relationships.
• Able to maintain confidentiality and discretion at all times
• Proven people influencing and leadership ability
• Experience working within tight deadlines with multiple priorities
• Experience working in a high-growth or entrepreneurial environment
• Ability to flex emotional intelligence to create buy-in
• Continuously pursuing a self-directed learning philosophy, always staying on the cutting edge of best practices
• Adept at creating an engaging service environment
• Brings a great sense of humor and enthusiasm
• Advanced computer skills (Excel, Word, Winteam, Indeed, ATS, and HRIS)

Schedule

• Scheduling will vary as deemed necessary to accomplish tasks. The Administrative Officer will provide the Site Manager and Assistant Manager with a prospective schedule for the upcoming month’s outlying, where they will be accommodating for training. Hours will be limited to 40 hours a week; any additional hours will be paid as overtime. Any changes to the posted schedule must be immediately reported to the Site Manager/Assistant Manager.
• As a significant portion of the position requires an online presence, some work that involves urgency may need to be done from off-site. This may include but is not limited to reviewing and editing major incident reports, responding to urgent emails from clients and GuardTeck management, and emergency scheduling. Any hours worked from off-site should not be billed as overtime and deducted from the 40 hours allocated per the posted schedule. The Site Manager and Assistant Manager will be notified immediately to approve any hours worked off-site and adjust the posted site hours.

Dress and Deportment

• Adhering to GuardTeck’s standard of professionalism, the Administrative Officer will follow guidelines laid out in the Site SOPs for Security Officers. Black shirts, Black Pants, Black footwear, and a well-kept appearance are mandatory when working on-site. PPE will be worn as needed.

GuardTeck and Client Standards

• The Administrative Officer must be familiar with and follow standards, rules, values, and policies set forth by GuardTeck Security. This knowledge provides a fundamental trust between the officer, GuardTeck, The Client, the Supervisory team, Security Officers, and the general public. Therefore, violations of the policies will not be tolerated and will be met with progressive disciplinary action.
• Above and beyond customer service, performance while promoting health and safety procedures to employees is mandatory in fulfilling the duties of this position. Therefore, it should be actively promoted within the team.
• This position will require making decisions from which the client and third parties benefit according to the company’s values and standards. Preserving preserve interests, needs, and wants at all times while working up to the standards of GuardTeck Security. The Site Manager should review all assignments and the Assistant Manager before submitting them to the client to ensure they meet these criteria. Working closely with the client will ensure that projects are being undertaken in a professional and timely manner.
• A complete understanding of the client properties and services provided by GuardTeck Security is essential. The Administrative Officer will be providing ongoing training to all personnel on-site and, therefore, must be able to understand what role each team member plays and how to maximize their value within the team. A comprehensive understanding of building operations will benefit the client, the team, and GuardTeck Security. The Administrative Officer will need to make time to ensure that they are up to date with any changes regarding site SOPs, the operational requirements of the facilities, and their team’s training needs.
• The Security Team has developed a comfortable and stable environment of trust that encourages teamwork from every individual. Interactions with any staff member must promote this sense of belonging and motivate them to be their best. Staff should be encouraged to collaborate and develop pride in their work. Motivating team members will only help build their sense of belonging within the teams’ framework and provide them with opportunities for forward mobility. Identifying and addressing individuals’ strengths and weaknesses will ensure that their development is nurtured. Any details found regarding a staff member's strengths or areas in their training that require further development should be reported to the supervisory team so that a corrective course of action can be taken. Any grievous violation of site SOPs should be reported immediately to the supervisory team for progressive disciplinary action.

Training and Coaching

• The Administration Officer will be required to train and coach all staff on-site to develop their skillset portfolio. The Supervisory team will conduct primary training, while the Administrative Officer will provide additional support and extensive training that includes (but is not limited to): building fire systems, evacuation, and emergency procedures, basic first aid protocols, as well as helping with staff interaction with Kandor academy (online learning).
• The Administrative Officer will need to work with the Supervisory team to develop and maintain these additional training modules that go beyond the scope of the initial site training. The Administrative Officer will provide the Supervisory team with coaching points so they can also help promote these modules. They will assist, manage, and coach staff to guarantee high-quality performance along with compliance with the rules, expectations, and standards of both the client and GuardTeck Security.
• Periodically, Security team members (including Supervisory team members) will be followed up with to ensure that they maintain a high training level. This may include oral, written, or practical examinations. These will intend to focus on and develop strengths and not be punitive and will not be held against anyone partaking. Constructive feedback, coaching, and training are designed to enhance motivation and performance. These examinations must be developed with the Supervisory team before deployment.
• The outcome of the ongoing mentorship of the Supervisory and Security staff is to develop a sense of confidence and pride in their work and ensure a balance of quality services provided to the client. Additionally, security staff must be encouraged to maintain professionalism and have some agility to respond to dynamic situations while still adhering to the SOPs.

Report and document Reviews

• The Security department’s primary communication with the client is conducted through written works such as our dispatch logs and incident reports. These must be held to the highest standards as they reflect GuardTeck’s quality of service to the client. Additionally, our incident reports can be used in legal settings (liability and law enforcement) and, therefore, must be clear and concise in the language used.
• Not every person is equal in writing skills, and their reports may require editing. The Administrative Officer would be required to review daily dispatch logs and incidents before they are distributed to the client to ensure accuracy and clarity and correct any spelling and grammatical mistakes. This review process can be used to help others within the department find their voice in writing reports. The Administrative Officer would not only correct statements but take the time to review with individual staff members to guide them on following pre-established guidelines in report writing. Having consistency throughout the department, GuardTeck would present their client with the best possible product.
• The additional benefit of working with staff to improve their writing skills should not be understated. With proper motivation, the team can be coached to improve their reports and be inspired to be more proactive when they attend incidents where they think critically about essays they would be writing after the fact. With a focus on detail that they would need to put into a proper written report, they would be motivated to attend calls from a different perspective than providing a written account of what happened.

Scheduling

• Though not the primary function of this position, the Administrative Officer will play a role in helping maintain the current schedule. The supervisory team submits a preestablished plan, and they make long-term adjustments. However, there are times when the Supervisory team is unavailable, and minor adjustments need to be made to the program (last-minute sick calls or staff showing up late). The Administrative Officer would adjust the schedule to reflect these and, using their best judgment, make efforts to maintain staffing levels as agreed upon with the client without incurring overtime to GuardTeck. Any adjustments made to the schedule must be reported to the Supervisory team.

Creating and Updating Documents

• A significant portion of the Administrative Officers’ time will be spent creating and updating existing documents. The Standing Operating Procedures for the Security department should be constantly scrutinized and updated to reflect any changes required by the Client of GuardTeck. These changes should be discussed with the site manager before implementation and reviewed with all supervisory staff.
• Supplemental documentation such as key and radio tracking or forms to assist staff in completing their work orders will need to be maintained and, in some instances, created. Collaboration with the Supervisory team and communication with Security staff is mandatory to ensure efficient documents can be produced.

Specific Duties

The Administrative Officer will be acting in a support role parallel to the Supervisory team. The goal is to streamline training and administrative duties to meet GuardTeck and clients’ needs. The Administrative Officer will supplement the supervisory roles and assist where needed.

Primary duties within the position include (but are not limited to):

• Review and edit dispatch logs and incident reports before they are submitted to the client.
• Follow up with staff regarding their reports to improve overall quality and consistency.
• Communicate with the Supervisory team and client to ensure consistent quality.
• Provide council and coaching to Supervisory and Security team members to help develop existing and new ideas.
• Create and maintain progressive training modules for all team members.
• Maintain the database for all team member training and associated certifications.
• Create/distribute and track monthly assignments/Angus work orders.
• Oversee and maintain the First Aid program (audit and supply orders).
• Update Standard Operating Procedures and Policies.
• Maintain an online database of Security files.
• Maintain and update the schedule when Supervisory staff is not available.
• Create/complete/maintain assignments that benefit the client and Security team.
• Constantly interact with team members and supervisors to determine any issues and understand their needs.
• Enforce that the dress code is met.
• Ensure that guards and supervisors have the appropriate equipment that works accordingly to site and GuardTeck Security requirements.
• Report any staff member found violating GuardTeck’s rules and policies immediately to supervisory staff.
• Attend training, orientation sessions, and staff meetings as GuardTeck Security requires.

Why Join Guardteck

Growth Potential

We’re expanding quickly and promote from within. Those who step up and deliver have real opportunities to advance.

Learn & Develop

Gain hands on exposure across operations, including client relations, leadership, recruitment, compliance, and service delivery. Build practical skills that support long term growth.

Strong Team Environment

Be part of a team that communicates clearly, supports one another, and shows up ready to perform.

Purpose Driven Work

Our people keep communities safe and facilities running smoothly. In this role, you directly support the teams delivering essential services every day.

Recognition & Appreciation

We recognize initiative, reliability, and results. Hard work doesn’t go unnoticed, and wins are celebrated across the team.

If this opportunity excites you and you think you’d be a great fit, we’d love to hear from you.

Ready to be awesome? Apply today and help us build something special.

Guardteck is an equal opportunity employer. We value diversity and are committed to an inclusive workplace for all.