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ACTS-Aviation Security Inc. has an immediate opening for an Office Administrator located at the O'Hare International Airport in Des Plaines, IL. This role will service the Central Region.

Established in 2001, ACTS-Aviation Security has grown to become one of the leading providers of security solutions to the US aviation market. ACTS-Aviation Security, Inc. is a wholly owned subsidiary of the international security company ICTS Europe and specializes in the provision of security solutions and services; primarily focused on catering, aircraft and cargo screening. With corporate offices in Chicago, and operational centers at more than 30 airports across the United States.

The Office Administrator is responsible for supporting the administrative requirements of the contract, including resource management, payroll and billing, scheduling, and reporting.

Salary Range: $45,000-50,000

Primary Responsibilities:

Employee Management:

• Review applicant pipeline to identify qualified candidates
• Create personnel folders for new hires.
• Maintain all personnel files and have them available for review upon request.
• Process all change of status forms for security team
• Maintain and monitor all employee database information including, personnel information and staff deficiencies.
• Maintain all officers attendance, lateness and disciplinary files and have them available upon request.
• Create monthly personnel reports

Badging and Licensing

• Ensuring all officers assigned are in compliance with all airport badging and state security licensing requirements.
• Maintain and monitor employee database for licensing and airport badges and report any changes in personnel within 48 hours.

Scheduling

• Develop and communicate staffing schedules to ensure an efficient and effective operation within established service level performance and quality standards;
• Coordinates the adjustment of employee assignments to address changing/fluctuating demands and ensure a successful "Day of" operation.
• Assists in the provision of Emergency/IRROP response activities as required;
• Coordinating daily work/activity plans and making required adjustments to maintain operational excellence and provide quality customer service;
• Monitoring and projecting staffing needs in order to ensure cost effectiveness.
• Maintain requests for special posts/reassignment of personnel requests
• Making arrangements to replace guards who must leave their post.

Uniforms and Equipment

• Ensure all systems, tools/equipment and supplies required for the contract are available and in good working condition to enable smooth flow of operations.
• Maintaining tracking system for uniform purchase and issue.
• Issue equipment to security team and maintain equipment issuance records

Payroll/Billing

• Data input payroll information in “real-time”
• Data input billing information in “real-time”

Compliance:

• Responsible for coordinating all training as it relates to state licensing and contract compliance.
• Update policies and procedures pending Program Director and Customer approval.
• Maintain database of all key performance metrics and create monthly report for distribution to Customer.
• Create quarterly contract performance scorecard.
• Maintain internal audit schedule.

Reporting

• Preparation of daily shift reports as well as incident/event occurrence reports for Customer.
• Review and consolidate daily logs of unusual incidents and requests for service.
• Develop and maintain data base of incidents and create monthly reports

Recruiting:

• Setting up and conducting interviews
• following up with potential candidates for documents needed

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)