Job Title: Operations Coordinator

Job Description

Position Title: Operations Coordinator

Department: Operations

Report to Director of Operations

Manage: Nil

Portfolio Focus:

• Internal facing, focused on efficiency, logistics, and quality control
• Internal Operations, Scheduling, Logistics, Audits, Support Services, Financial Responsibilities, Collections

Key Responsibilities:
HR & Employee Administration (30% Time Spent)

• Payroll discrepancies
• Vacation and leave requests (e.g., sick leave, bereavement, unpaid leave)
• Employment verification and reference letters
• Resignations and terminations
• Disciplinary meetings and documentation
• Performance improvement plans (PIPs)
• Onboarding and offboarding coordination
• Probationary reviews and status updates
• Tracking certifications and license renewals (e.g., BST, OFA, Use of Force)
• Employee file management (digital and/or physical)
• Exit interviews

Scheduling & Operations Support (30% Time Spent)

• Shift coverage requests and last-minute replacements
• Overtime approval and tracking
• Post orders creation and updates
• Site-specific SOPs maintenance
• Deployment planning for special events or transitions
• Job board and shift assignment maintenance
• Site audit coordination and follow-up

Equipment, Uniforms & Logistics (20% Time Spent)

• Uniform issuance and return tracking
• Equipment allocation and inventory control (radios, vests, flashlights, etc.)
• Fleet vehicle usage logs and maintenance schedules
• Lost/stolen equipment investigations and follow-up

Compliance & Quality Assurance (20% Time Spent)

• Incident report tracking and escalation
• License and compliance audits (internal or external)
• WCB claims tracking and return-to-work coordination
• Employee compliance with training and documentation

Ad Hoc Responsibilities:

• Participate in regular operations meetings.
• Participate in various committees when assigned.
• Other duties as reasonably assigned.

Knowledge, Skills, Experience and Education:
Qualifications

• Hard Skills:
• Alarm monitoring, dispatch, and call center experience
• Proficiency in Microsoft applications and technical aptitude
• Strong organizational and time management skills
• Knowledge of security operations and ACD systems
• Soft Skills
• Excelling customer service and communication skills
• Ability to remain calm and make decisions in emergency situations
• Strong attention to detail and ability to follow instructions
• Positive attitude, self-motivated, and able to work in a fast-paced environment

Knowledge, Skills and Abilities

• Ability to work independently and collaboratively as part of a team.
• Honesty, discipline, and commitment.
• Excellent written and verbal communication skills.
• Strong problem-solving skills, attention to detail, and awareness of Guardteck’s business environment and relationships.
• Ability to maintain confidentiality and discretion.
• Proven ability to influence and lead people.
• Experience managing tight deadlines and multiple priorities.
• Experience in a high-growth or entrepreneurial environment.
• Flexibility in emotional intelligence to create buy-in and engagement.
• Commitment to continuous self-directed learning and staying current with best practices.
• Ability to create an engaging service environment.
• Sense of humor and enthusiasm.
• Advanced computer skills (Excel, Word, WinTeam, Indeed, ATS, HRIS).
• Minimum of 6 months of experience in the security industry
• Experience with integrated security systems (CCTV, Access, Intrusion)
• Education in criminology, emergency management, justice, or security management