Scheduling and Administrative Assistant

Blackbird Security is rapidly emerging as Canada's premier provider of professional security services, boasting an expansive operational footprint across the country. We serve clients across a broad spectrum of industries. With our comprehensive offerings, we combine the flexibility and personal touch of a small business, exceeding security expectations regardless of business stage, location, or size. A testament to our success is the dedication of our employees, and we are committed to providing them with top-tier training and career advancement opportunities. Blackbird Security combines the energy of a startup with the resources of a large corporation. As a company, we treat our employees like family, offering competitive pay, a comprehensive benefits package, and engaging company events.

We are looking for a Scheduling and Administrative Assistant to join our thriving team. Your role in this role will be crucial to maintaining our high standards of operational excellence. Your responsibilities will include organizing and managing schedules, supporting daily administrative tasks, and ensuring efficient resource allocation across our teams.

Employer Information

Company name: Blackbird Security Inc.

Website: www.blackbirdsecurity.ca

Business Address: 1385 W 8th Ave #310, Vancouver, BC V6H 3V9

Position Description

Position: Scheduling and Administrative Assistant

Type of employment: Full time; Permanent

No of positions: 1

Anticipated Start date: As soon as possible

Work Location: 1385 W 8th Ave #310, Vancouver, BC V6H 3V9

Salary and Benefits

Competitive Wages ($26.45 per hour)

Health Benefits

Industry Leading Training

Mentorship from Experts

Generous Vacation Allowance

Flexible Working Hours

Work/Life Balance

Staff Events and Get Togethers

Role and Responsibilities 

• Contribute to the development and maintenance of standard operating procedures, policies, and training materials to streamline scheduling and organization operations.
• Effectively communicate with internal teams, manage flow of information and provide timely updates on scheduling, audits, and system changes.
• Oversee daily time approvals and scheduling through TrackTik, ensuring accuracy in shift
  assignments and resolving sign-in/sign-out issues faced by security personnel.
• Review, approve, and help create weekly schedules, aligning them with client needs, especially for the high-priority national contracts.
• Regularly monitor schedules to identify and fill any vacant shifts, ensuring full coverage across all sites.
• Troubleshoot scheduling conflicts, sign-in/sign-out discrepancies, and respond to last-minute scheduling changes.
• Communicate promptly with security staff regarding late arrivals and adjust schedules as necessary.
• Liaise with clients and local management teams to inform them of scheduling changes or delays and answer their enquiries through calls, emails and messages.
• Maintain and administer the TrackTik system, ensuring data accuracy and functionality and conduct regular scheduling audits, identifying discrepancies with shifts that violate the company's operational policies to ensure compliance.
• Assist the National Scheduling Manager in scheduling maintenance and system-related tasks.
• Identify training needs based on audit findings and collaborate with relevant teams to coordinate appropriate training; arrange for travel and accommodation for management as required.
• Assist in onboarding and training new staff on scheduling systems and procedures.
• Order supplies and maintain inventory.
• Collaborate with the payroll and accounts receivable teams to resolve any scheduling-related billing issues.
• Participate in ad-hoc projects and support the National Management team in achieving organizational goals.
• Any other reasonable duties and responsibilities as may be assigned to you from time to time consistent with your abilities and qualifications.

Education, Skills and Competencies Required

Education/Experience: Minimum 1 year of experience or completion of college or other program in administrative assistants/secretaries.

Communication Skills: Excellent verbal and written communication abilities.

Organizational Skills: Strong ability to organize, multitask, prioritize, and work under pressure.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to quickly learn new software.

Interpersonal Skills: Good interpersonal skills to interact with a diverse group of people, including staff, management, and external partners.

Attention to Detail: High level of accuracy and attention to detail.

Problem-Solving Skills: Ability to identify and resolve problems efficiently and effectively.

Discretion: Capable of handling sensitive and confidential information with discretion.

Proactive: Takes initiative and works well independently as well as part of a team.

Adaptability: Flexible and able to adapt to changes in workload and tasks.

Punctuality and Reliability: Must be dependable, timely, and reliable, especially in responding to urgent security needs.

Ethical: Strong ethical standards and integrity are essential in a security-related environment.

How to apply?

To apply for this exciting opportunity, please submit your resume tojobs@blackbirdsecurity.ca

Why join Blackbird Security?

Our company culture is built on the core values of Respect, Integrity, Teamwork, and Adaptability. These values guide our operations and create an environment that our team is proud to be a part of. Our vision is to be the most customer-centric security company in North America, offering unparalleled protection to the communities and businesses we serve. As a member of our team, you'll be an integral part of this mission.

We champion diversity and inclusivity. Our commitment to treating all individuals with respect and dignity is woven into the fabric of our operations. We believe that everyone, irrespective of their background or identity, should have the opportunity to thrive and reach their full potential within our company. We ensure a fair, inclusive, and welcoming workplace, where discrimination, harassment, or violence is not tolerated. Regardless of race, ethnicity, religion, gender, age, disability, marital status, economic status, or sexual orientation, all members of our team are valued and respected.

Our commitment to sustainability is steadfast. We are dedicated to minimizing our carbon footprint through eco-friendly initiatives, from paperless processes and remote working to our goal of transitioning to fully electric vehicles by 2025.

We are proud members of the Green Business Bureau, staying updated on sustainability in business and adhering to evolving sustainable standards and expectations.

Join Blackbird Security and be part of a team that values respect, diversity, and sustainability while delivering outstanding security services.