Administrative Assistant

Administrative Assistant – Field Operations Support
K&I Executive Security Group • Remote
Position Snapshot

• Job Title: Administrative Assistant
• Employment Type: Full-time, 40 hours per week, Tuesday-Saturday 7 AM – 3 PM
• Reports To: Iroda Khasanova
• Location: Remotely
• Compensation: Outsourced

Position Summary
The Administrative Assistant is the operational backbone of our office. This person coordinates daily schedules and dispatch for our field crews, manages the full invoicing and billing cycle, handles vendor payments, and supports HR, payroll, and compliance paperwork. The role requires someone who is highly organized, comfortable juggling competing priorities in a fast-moving field-service environment, and able to work independently with minimal supervision. This position interacts daily with field staff, customers, vendors, and management.
Key Responsibilities
1. Scheduling & Dispatch for Field Crews

• Build and maintain daily and weekly job schedules for field crews, balancing job priorities, crew availability, travel time, and customer commitments.
• Dispatch crews each morning and adjust assignments throughout the day as jobs run long, emergencies arise, or cancellations occur.
• Serve as the communication hub between the office and field relay job details, address changes, access instructions, and customer notes to crews.
• Confirm upcoming appointments with customers and reschedule as needed.
• Maintain accurate records in the scheduling/dispatch system.
• Coordinate equipment, material availability, and permits/inspections with job schedules where applicable.

2. Invoicing, Billing & Vendor Payments

• Track accounts receivable, monitor aging reports, and follow up on overdue accounts with professional collection calls and email s.
• Review, code, and enter vendor bills; schedule and process vendor payments on time to maintain good supplier relationships.
• Reconcile receipts and credit card statements; maintain organized records for the bookkeeper/accountant.
• Prepare basic financial and job-cost reports for management in QuickBooks.

3. HR, Payroll & Compliance Paperwork

• Collect, verify, and enter field crew timesheets/time-clock data; prepare and submit payroll on schedule.
• Maintain complete and confidential employee files: licenses in BSIS and any correspondence with the employees.
• Support hiring and onboarding: schedule interviews, coordinate interview, coordinate orientation, create profile in scheduling platform.
• Track expiration dates for employee certifications and ensure timely renewals.
• Document and file i ---------- reports and assist with claims paperwork when needed.

4. General Office Administration

• Answer phones and email s professionally; take job requests and route inquiries appropriately.
• Maintain organized digital and physical filing systems for jobs, customers, vendors, and personnel.
• Order and manage office and shop supplies.
• Prepare correspondence, forms, and reports as requested by management.
• Identify and suggest improvements to office processes and record-keeping.

Qualifications
Required

• 2–4 years of administrative experience, ideally supporting a field-service, construction, trades, or similar operations-driven business.
• Hands-on experience with invoicing/billing and accounts receivable or payable.
• Experience processing payroll or supporting HR administrative functions.
• Proficiency with QuickBooks (or comparable accounting software) and Microsoft Office / Google Workspace.
• Strong organizational skills and accuracy with numbers, records, and deadlines.
• Professional phone manner and clear written communication.
• Ability to multitask and stay composed when schedules change on short notice.
• High level of discretion with confidential payroll, HR, and financial information.
• High school diploma or equivalent required.
• Fluent in English

Preferred

• Experience with field-service scheduling/dispatch software or ability to learn quickly.
• Familiarity with compliance documentation.
• Associate degree or coursework in business administration or accounting a plus.

Ideal Candidate Attributes

• Self-starter who takes ownership and follows through without reminders.
• Problem-solver who stays calm when a crew calls in sick or a customer needs a same-day change.
• Detail-oriented – catches billing errors and missing paperwork before they become problems.
• Trustworthy and reliable – this person handles money, payroll, and sensitive records.
• Team player who communicates well with field crews and management alike.