Administrative Manager (88686)

About Inter-Con Security

Founded in 1973, Inter-Con Security Systems, Inc. is a leading security and facility support services provider, employing thousands of professionals worldwide. Inter-Con provides customized security solutions to government agencies, transportation systems, critical infrastructure, and commercial clients while maintaining an unwavering commitment to operational excellence, service quality, and employee development.

Position Summary

Inter-Con is seeking a highly organized and detail-oriented Administrative Manager to support a large-scale transit security operation in Minneapolis, Minnesota. This position serves as a key member of the management team and is responsible for workforce administration, operational reporting, payroll and billing support, scheduling coordination, compliance tracking, and administrative process management.

The Administrative Manager works closely with Operations, Recruiting, Finance, Scheduling, and Client Services teams to ensure accurate reporting, effective workforce administration, and seamless support of contract operations. This role is ideal for a professional who thrives in a fast-paced environment, enjoys managing multiple priorities, and possesses strong analytical and organizational skills.

Essential Duties and Responsibilities

Administrative Operations

• Provide administrative leadership and operational support for contract management and field operations.
• Prepare reports, correspondence, spreadsheets, presentations, and special projects as required.
• Maintain personnel records, operational documentation, and administrative files.
• Monitor employee status reports and workforce activity to ensure data accuracy.
• Respond promptly and professionally to calls, emails, and administrative inquiries.

Workforce Administration & Staffing Support

• Support workforce administration activities, including employee status tracking and reporting.
• Partner with recruiting teams to support staffing initiatives and workforce planning efforts.
• Track flex officer utilization and assist with re-recruiting and staffing coordination efforts.
• Monitor workforce activity and assist leadership with staffing-related reporting and documentation.
• Support scheduling activities during periods of increased operational demand.

Payroll, Billing & Financial Support

• Serve as the primary point of contact for daily Gantt reconciliation activities.
• Ensure accurate reporting of employee and subcontractor staffing hours to support payroll and billing processes.
• Provide payroll and billing support as required.
• Assist leadership in maintaining accurate labor utilization and workforce records.
• Support operational reporting and data validation efforts.

Compliance & Systems Administration

• Maintain accountability for access badges and coordinate activation and deactivation requests as needed.
• Monitor employee status reports, including zero-hours reporting, to ensure workforce records remain current and accurate.
• Serve as a Salesforce Subject Matter Expert (SME) and support case management activities associated with workforce administration and Gantt reconciliation.
• Ensure compliance with company policies, contractual requirements, and administrative procedures.

Reporting & Data Management

• Generate recurring and ad hoc reports to support leadership decision-making.
• Maintain large volumes of workforce and operational data with a high degree of accuracy.
• Analyze and reconcile administrative information from multiple sources.
• Support compliance reporting, workforce metrics, and operational performance tracking.

Cross-Functional Support

• Serve as a liaison between recruiting, operations, scheduling, finance, and contract leadership.
• Assist with problem resolution and administrative process improvement initiatives.
• Provide support for operational projects and contract management initiatives.
• Contribute to a collaborative team environment focused on operational excellence and customer service.

Required Qualifications

• Bachelor's degree in Business Administration, Management, Human Resources, or a related field preferred; equivalent experience may be considered.
• Minimum three (3) years of experience in administration, office management, workforce administration, operations support, or a related field.
• Experience supporting high-volume operations and large employee populations.
• Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Demonstrated experience with reporting, documentation management, and administrative systems.
• Strong organizational skills with the ability to manage competing priorities and deadlines.

Preferred Qualifications

• Experience supporting security, transportation, public sector, or contract service operations.
• Experience with workforce scheduling and staffing coordination.
• Experience with payroll support, billing processes, or labor reporting.
• Salesforce experience preferred.
• Process improvement or project coordination experience.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills.
• High level of attention to detail and accuracy.
• Ability to analyze data and identify discrepancies.
• Excellent verbal and written communication skills.
• Strong customer service and stakeholder management abilities.
• Ability to handle confidential information with professionalism and discretion.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong problem-solving and critical-thinking capabilities.

Work Environment

This position is primarily office-based and requires regular interaction with operations personnel, leadership teams, and support departments. The Administrative Manager must be able to work in a fast-paced environment with changing priorities and deadlines while maintaining high levels of organization and accuracy.

Inter-Con Security Systems, Inc. is an Equal Opportunity Employer - Disability/Veteran.