Administrative Lead – Jacksonville

About the Role

At Signal Security, every guard who shows up ready, licensed, and on time got there because someone behind the scenes made sure the process worked. That someone is you.

We are hiring a full-time Administrative Lead to own hiring and onboarding operations for our Jacksonville market. This is an office-based role — not a security guard position. You will manage the hiring pipeline from the moment an application comes in through onboarding and handoff to training, making sure every step is accurate, documented, and compliant.

Jacksonville is an active market. You can expect to manage 10 to 20+ candidates in the pipeline at any given time. If you thrive on staying organised, following through without being asked, and taking pride in doing things right, this role is a strong fit.

You will work closely with the People Operations Manager, Jacksonville Market Supervisor, and Operations Supervisor to keep hiring moving and support the day-to-day administrative needs of the market.

Schedule & Compensation

• Full-time, Monday through Friday
• Office-based in Jacksonville, FL
• Pay: $16.00 – $18.00 per hour, based on experience

Key Responsibilities

Applicant Review & Screening

• Review new applicants daily in Avenu, our applicant tracking system connected to Indeed
• Screen candidates against minimum requirements, including a valid Florida Class D Security License or eligibility, reliable transportation, and availability that matches open shifts
• Disqualify applicants who do not meet requirements and update their status promptly
• Keep all Jacksonville hiring boards in Monday.com accurate and updated within 24 hours

Interviewing & Hiring

• Schedule and conduct phone and in-person interviews using the approved interview process
• Confirm availability, reliability, and willingness to work assigned shifts
• Document interview notes clearly after every interview
• Coordinate hiring recommendations and offer processes in accordance with company procedures and direction from the appropriate supervisor
• Initiate background checks where applicable
• Communicate with candidates throughout the hiring process and ensure timely follow-up

Onboarding & Orientation

• Manage the end-to-end recruitment and onboarding process for new officers
• Schedule orientation promptly after a candidate is hired
• Send onboarding paperwork and prepare orientation packets
• Create and maintain complete new hire employee files from day one
• Collect, verify, and track all required documents before clearing a new hire, including:
  • Government-issued ID and valid Driver's License
  • Florida Class D Security License or license eligibility documentation
  • I-9 and W-4 forms
  • Offer letter and policy acknowledgments
  • Completed application and interview notes
• Follow up on missing or incomplete paperwork without waiting to be reminded
• Add new hires to the Jacksonville Training Board and coordinate the handoff with the Market Supervisor
• Conduct New Hire Orientations
• Prepare payroll checklists for new hires and exiting employees
• Coordinate with the Market Supervisor and Operations Supervisor to ensure new hires are ready for their next stage

Compliance & File Management

• Maintain complete, organised, and audit-ready employee files at all times
• Upload and store documents correctly in SharePoint
• Track expiring licenses and flag them before they lapse
• Conduct regular file audits and proactively resolve documentation gaps
• Escalate compliance, employee relations, or policy questions to the People Operations Manager
• Follow company policies and established HR and onboarding procedures consistently

Systems & Reporting

• Keep all Jacksonville Monday.com boards accurate and updated within 24 hours
• Send weekly hiring summaries to the People Operations Manager
• Maintain accurate recruitment, onboarding, and employee records
• Communicate clearly and on time with candidates, new hires, supervisors, and internal team members
• Coordinate training handoffs with the Market Supervisor so no new hire falls through the cracks

Operational Support & Coordination

The Administrative Lead's primary focus is hiring, onboarding, compliance, and administrative support. However, because this is a market-based role, you may also be asked to assist with other operational or administrative activities when needed.

These activities may include:

• Shift scheduling or coverage support — assisting with administrative coordination, gathering availability, or communicating schedule information under the direction of the Market or Operations Supervisor. Final scheduling and coverage decisions remain with the appropriate supervisor.
• Employee discipline support — assisting with documentation, records, meeting coordination, or administrative follow-up as directed by the Market/Operations Supervisor and People Operations Manager. Employee disciplinary decisions remain with the appropriate management team.
• Fleet management support — assisting with administrative tracking, documentation, vehicle records, or coordination when requested. Fleet decisions and responsibility remain with the designated operations team.
• Customer complaint support — assisting with documentation, routing information, follow-up, or administrative coordination when requested. Customer resolution and operational decisions remain with the Market/Operations Supervisor.
• Operational training support — assisting with scheduling, attendance tracking, documentation, new hire coordination, or other administrative training support. The Operations/Market Supervisor remains responsible for operational training execution and content.

In short: you may support these areas, but you are not expected to independently own or make final decisions in these operational functions. You will work under the direction of the appropriate supervisor and escalate matters when needed.

What We're Looking For

Skills & Experience

• At least 1 year of experience in an administrative, HR support, recruitment, or office coordination role
• Strong attention to detail — accuracy in documentation and record-keeping is non-negotiable
• Comfortable managing multiple candidates and tasks simultaneously
• Clear and professional written and verbal communication
• Basic understanding of the security industry, including armed and unarmed roles and Florida licensing requirements
• Proficient in Microsoft Office (Word, Excel, Outlook, Teams)
• Ability to handle sensitive and confidential information with discretion
• Comfortable working with supervisors and operations teams in a fast-paced environment

Character & Work Ethic — This Is Non-Negotiable

• High integrity — you do the right thing even when no one is watching
• Self-directed — you can manage your workload and priorities without constant supervision
• Disciplined and punctual — you show up on time, every time, and hold yourself to a high standard
• Strong work ethic — you take ownership of your responsibilities and see tasks through to completion
• Thrives in a fast-paced environment — you stay calm, focused, and organised when volume is high
• Team player — you collaborate well with supervisors, coordinators, and operations staff across the market
• Willing to help — you understand that supporting a growing market sometimes means stepping outside your core responsibilities to help the team get the job done

Nice to Have

• Experience with applicant tracking systems such as Avenu or similar platforms
• Familiarity with I-9 and E-Verify compliance processes
• Experience in a security, staffing, or field services environment
• Experience using Monday.com or similar project management tools

How We Measure Success

• Applicants reviewed within 24–48 hours of application
• Interviews scheduled and documented without reminders
• New hire paperwork completed accurately — zero incomplete active files
• Training handoffs completed within 48 hours of hire
• All Monday.com boards current within 24 hours
• Employee files remain complete and audit-ready at all times
• Operational support requests are completed accurately and communicated promptly
• Supervisors can rely on you to follow through without constant reminders

What to Expect After You Apply

We review applications on a rolling basis. If your background is a match, you can expect to hear from us within 2–3 business days for a phone screen. From there, we move quickly.

Signal Security is growing across multiple markets, and we are building a team that grows with us. If you bring the right attitude and work ethic, there is room to develop here.

How to Apply

Submit your resume through Indeed. We look forward to hearing from you.

Signal Security is an Equal Opportunity Employer.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person