Administrative Operations Manager

Veterans Covert Protection Group (PPO License No. 120668) is a California‑licensed, veteran‑owned covert protection firm headquartered in Pleasanton, CA. We operate across five service verticals:
Corporate Security, Executive Protection, Residential Security, Security Consulting, and Private Event and Venue Security. Our operations demand precision, discretion, and professional excellence at every level.

Position Summary:

The Administrative Operations Manager is the operational backbone of the VCPG office. This role owns workforce scheduling across all active accounts, supports recruiting and HR functions, manages compliance and licensing record‑keeping, and provides direct administrative support to executive leadership and operations management. This is a high‑trust, high‑visibility role. You will work directly with the CEO, Director of Operations, and Human Resources on a daily basis.

You are expected to take ownership of your responsibilities without heavy direction and operate with a high degree of professionalism and discretion at all times.

• Build and maintain employee schedules across all client accounts and service verticals using the company scheduling platform and internal tracking systems.
• Manage officer profiles and site assignments within the scheduling platform, including adding, removing, and updating employee records.
• Ensure every post and assignment is covered with appropriately licensed personnel.
• Fill open shifts caused by call‑offs, vacations, or last‑minute emergencies.
• Track overtime and labor hours and flag cost concerns to management.
• Prepare and distribute weekly schedules to relevant stakeholders.
• Input schedules for one‑off and short‑term events.
• Monitor attendance trends and document no‑shows, late arrivals, and schedule deviations.

• Screen and interview unarmed officer candidates.
• Pre‑screen armed agent candidates and prepare files for final interviews with Operations leadership.
• Initiate and track background checks for new hire candidates.
• Guide new hires through the BSIS licensing application process.
• Verify guard licensing and confirm all onboarding requirements are completed prior to deployment.
• Build professional bios for new hires and distribute to clients.
• Maintain employee files including onboarding documents, licenses, certifications, and compliance records.
• Document officer performance issues and commendations in personnel files.
• Track officer licensing renewals, training completions, and prevailing wage documentation.
• Collect and verify officer timesheets for payroll processing.
• Respond to routine employee inquiries and elevate issues to HR leadership as needed.
• Build and maintain standard operating procedures as directed.
• Prepare HR reports and data summaries on request.

• Create and update post orders for assigned sites.
• Collect, review, and file daily activity reports from field officers.
• Collect and file incident reports and flag escalations to Operations leadership.
• Distribute deployment details and SOPs to agents assigned to one‑off events.
• Communicate shift assignments, updates, and coverage changes to field personnel.
• Maintain uniform and equipment inventory and coordinate issuance and returns.
• Draft internal correspondence, memos, and scheduling notices as directed.

• Serve as first point of contact for routine client inquiries, escalating to executive leadership as needed.
• Manage certificate of insurance requests from clients and route to the appropriate party.
• Maintain professional and responsive communication with client contacts.

• 4 or more years of scheduling, workforce coordination, HR support, or operations administration experience.
• Prior experience in the security industry strongly preferred.
• Familiarity with BSIS licensing requirements and guard card compliance preferred.
• Demonstrated ability to manage multiple priorities in a fast‑paced, deadline‑driven environment.
• Strong working knowledge of Google Workspace and scheduling or workforce management platforms.
• Excellent written and verbal communication skills.
• High level of attention to detail and…