Administrative Management, Administrative Skills, Communication Skills, Communications Protocols, Cost Control, Customer Escalations, Customer Relations, Detail Oriented, Digital Certificates, Equipment Maintenance/Repair, Establish Priorities, File Maintenance, Follow Through, High Net Worth, Human Resources, Insurance Documentation, Kronos Workforce Scheduler, Leadership, License Management, Licensing, Maintain Compliance, Military, Multitasking, Onboarding, Operational Communications, Operational Support, Operations Management, Organizational Skills, Payroll Administration, Preferred Provider Organization (PPO), Presentation/Verbal Skills, Private Security, Protective Services, Regulatory Compliance, Reporting Skills, Schedule Development, Security Consulting, Service Delivery, Staff Training, Standard Operating Procedures (SOP), Strategic Planning, Team Player, Time Management, Workforce Management, Writing Skills
Administrative Operations Manager
Pleasanton, CA | Full-Time | On-Site
About Veterans Covert Protection Group
Veterans Covert Protection Group (PPO License No. 120668) is a California-licensed, veteran-owned covert protection firm headquartered in Pleasanton, CA. We operate across five service verticals: Corporate Security, Executive Protection, Residential Security, Security Consulting, and Private Event and Venue Security. Our operations demand precision, discretion, and professional excellence at every level.
Position Summary
The Administrative Operations Manager is the operational backbone of the VCPG office. This role owns workforce scheduling across all active accounts, supports recruiting and HR functions, manages compliance and licensing recordkeeping, and provides direct administrative support to executive leadership and operations management.
This is a high-trust, high-visibility role. You will work directly with the CEO, Director of Operations, and Human Resources on a daily basis. You are expected to take ownership of your responsibilities without heavy direction and operate with a high degree of professionalism and discretion at all times.
Key Responsibilities:
Scheduling and Workforce Coordination:
- Build and maintain employee schedules across all client accounts and service verticals using the company scheduling platform and internal tracking systems.
- Manage officer profiles and site assignments within the scheduling platform, including adding, removing, and updating employee records.
- Ensure every post and assignment is covered with appropriately licensed personnel.
- Fill open shifts caused by call-offs, vacations, or last-minute emergencies.
- Track overtime and labor hours and flag cost concerns to management.
- Prepare and distribute weekly schedules to relevant stakeholders.
- Input schedules for one-off and short-term events.
- Monitor attendance trends and document no-shows, late arrivals, and schedule deviations.
Recruiting and HR Support:
- Screen and interview unarmed officer candidates.
- Pre-screen armed agent candidates and prepare files for final interviews with Operations leadership.
- Initiate and track background checks for new hire candidates.
- Guide new hires through the BSIS licensing application process.
- Verify guard licensing and confirm all onboarding requirements are completed prior to deployment.
- Build professional bios for new hires and distribute to clients.
- Maintain employee files including onboarding documents, licenses, certifications, and compliance records.
- Document officer performance issues and commendations in personnel files.
- Track officer licensing renewals, training completions, and prevailing wage documentation.
- Collect and verify officer timesheets for payroll processing.
- Respond to routine employee inquiries and escalate issues to HR leadership as needed.
- Build and maintain standard operating procedures as directed.
- Prepare HR reports and data summaries on request.
Operations Support:
- Create and update post orders for assigned sites.
- Collect, review, and file daily activity reports from field officers.
- Collect and file incident reports and flag escalations to Operations leadership.
- Distribute deployment details and SOPs to agents assigned to one-off events.
- Communicate shift assignments, updates, and coverage changes to field personnel.
- Maintain uniform and equipment inventory and coordinate issuance and returns.
- Draft internal correspondence, memos, and scheduling notices as directed.
Client Relations:
- Serve as first point of contact for routine client inquiries, escalating to executive leadership as needed.
- Manage certificate of insurance requests from clients and route to the appropriate party.
- Maintain professional and responsive communication with client contacts.
Qualifications:
- 4 or more years of scheduling, workforce coordination, HR support, or operations administration experience.
- Prior experience in the security industry strongly preferred.
- Familiarity with BSIS licensing requirements and guard card compliance preferred.
- Demonstrated ability to manage multiple priorities in a fast-paced, deadline-driven environment.
- Strong working knowledge of Google Workspace and scheduling or workforce management platforms.
- Excellent written and verbal communication skills.
- High level of attention to detail and accuracy in recordkeeping.
- Ability to maintain professionalism and discretion at all times.
- Ability to work a flexible schedule when operational needs require it.
- Valid California Guard Card preferred but not required at time of hire.
What We Are Looking For
This role requires someone who is proactive, organized, and unflappable. Scheduling gaps, last-minute changes, and competing priorities are daily occurrences in this business. The person in this seat does not wait to be told there is a problem. They find it first and solve it.
You will work with a lean team that moves quickly and holds high standards. If you need heavy direction, this is not the right fit. If you take ownership and follow through, you will thrive here.
How to Apply
Submit your resume and a brief cover letter explaining your scheduling or operations coordination experience. Applications without relevant experience described will not be reviewed. We respond to qualified candidates promptly.
Veterans Covert Protection Group is an Equal Opportunity Employer. Veteran candidates are strongly encouraged to apply.
About Veterans Covert Protection Group:Veterans Covert Protection Group (VCPG) is a veteran-led security firm headquartered in California, providing executive protection, corporate security, campus protection, residential security, and high-end event coverage.Founded on military discipline and private-sector precision, VCPG operates with an intelligence-led, compliance-first approach. Our mission is to deliver protective services that enhance business continuity, protect people and assets, and strengthen organizational resilience.We work with corporate leadership teams, educational institutions, private estates, event venues, and high-net-worth individuals who require professional, discreet, and reliable protection services. Every engagement begins with assessment, planning, and strategic deployment — not assumptions.Our personnel are trained professionals who understand operational standards, communication protocols, and the importance of representing clients with discretion and professionalism. We prioritize preparedness, coordination, and adherence to California regulatory standards.At VCPG, security is not simply a presence — it is a structured protective strategy designed to support stability, confidence, and long-term partnership.