HR Admin - Security

HR Generalist – Compliance & Audit Focused

Department: Administration

Reports To: Human Resources Manager

Location: Corporate Office

Job Type: Full-Time

City Security Services is seeking a highly detail-oriented HR Generalist with direct experience in the physical security or guard services industry
. This role is compliance-driven and mission‑critical to maintaining state regulatory standards, workforce documentation integrity, and audit readiness.

The ideal candidate has a strong working knowledge of TOPS (Texas Online Private Security system) and understands the operational requirements of regulated security officers, licensing, renewals, and training mandates.

This position is responsible for ensuring the company remains 100% audit‑ready at all times
, meaning all required employee licensing, training, onboarding, asset, and compliance documentation must be maintained electronically and available for immediate production to state auditors, clients, or internal compliance teams upon request.

This role does not include recruiting, payroll processing, or insurance administration.

• Maintain expert‑level working knowledge of TOPS (Texas Online Private Security system) and Texas Department of Public Safety regulatory requirements.
• Ensure all officers’ licenses, registrations, renewals, and certifications are active, accurate, and properly documented.
• Proactively monitor expiration dates and compliance deadlines.
• Prepare for and lead all TOPS‑related audits and state compliance reviews.
• Serve as the internal subject matter expert for regulatory compliance in the physical security industry.

• Maintain complete, organized, and audit‑ready electronic employee files at all times.
• Ensure all onboarding documents, I‑9s, licenses, certifications, training records, asset acknowledgments, and compliance forms are digitized and properly stored.
• Be prepared to produce full employee or company compliance files electronically within hours of request.
• Conduct internal compliance reviews and documentation spot‑checks.
• Develop and maintain standardized audit‑response procedures.
• Partner with HR Manager and Operations to ensure no compliance gaps exist across multi‑site workforce.

• Manage end‑to‑end onboarding using company CRM and systems.
• Ensure all licensing, training, and credential requirements are completed before officers are deployed.
• Maintain accurate employee records using:
  • Netchex (HRIS)
  • Track Tik (Guard Management Software)
  • ATS (Applicant Tracking System)
• Ensure field‑readiness in partnership with Operations.

• Oversee uniform and equipment issuance using Track Tik Asset Management module.
• Maintain documented issuance and return logs.
• Ensure all asset acknowledgments are electronically signed and stored.
• Track equipment recovery during terminations.
• Conduct periodic asset reconciliation audits.
• Maintain minimum inventory levels and vendor coordination.
• Notify Finance/HR for invoicing or payroll deductions when applicable.

• Maintain performance documentation, corrective action records, and termination documentation.
• Support unemployment documentation preparation.
• Ensure complete documentation exists to protect the company in workforce disputes.
• Respond to employee compliance‑related inquiries.

• Develop and refine HR SOPs and compliance checklists.
• Strengthen internal controls to maintain audit‑ready status.
• Improve documentation workflows and digital organization.

• Recruiting or talent acquisition
• Payroll processing
• Benefits or insurance administration

• 1–3 years of experience in HR Generalist, HR Operations, or HR Compliance role
• Required:
  Experience in physical security, guard services, or regulated workforce environments
• Strong working knowledge of TOPS and Texas DPS Private Security regulations
• Experience preparing for state audits or regulatory compliance reviews
• Experience maintaining audit‑ready electronic HR documentation systems
• Familiari…