Operations Administrative Assistant

Victoria, BC, Canada
Full Time
Mid Level

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With over 22,000 employees nationwide and over 800 employees serving across Vancouver Island and Yukon, we provide customized solutions to meet the dynamic and evolving security needs of both private and public sector clients. Our services include uniformed guard services, mobile response and support, by-law enforcement, and identification services. 
At Commissionaires, we are dedicated to fostering a diverse and inclusive workforce. Join us and be part of a great team where your contributions are recognized and valued. Together, we play a critical role in protecting the safety and security of Canadians.

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Position Title: Operations Administrative Assistant (Ops-Admin)
Location: Commissionaires – HQ
Reports to: Client Service Manager
Hours of Work: 8:00 AM to 4:00 PM, Mon. – Fri. (excluding statutory holidays)
Status: Full-time 
Wage: $24.00/hr - $27.00/hr

The Operations Administrative Assistant (Ops-Admin) plays a crucial role in supporting the efficient functioning of the operations, recruiting, and finance teams. This position involves ensuring effective onboarding of new clients and commissionaires, maintaining operational excellence in scheduling and payroll, and supporting the consistent use of TrackTik to optimize security operations across Vancouver Island and the Yukon.


RESPONSIBILITIES AND JOB DUTIES

Core Accountabilities

  • Serve the operations, recruiting, and finance teams to ensure effective and efficient onboarding of new clients and commissionaires, including all aspects of scheduling, service tracking, payroll, and invoicing.

  • Act as liaison bridging client–operations–finance processes and data transfer to maintain 100% accuracy with invoicing and payroll.

  • Support all field commissionaires with training and consistent use of TrackTik.
     

TrackTik Operations Support

  • Create and configure client site types (static, mobile, alarm, video monitoring, etc.) in TrackTik to enable scheduling, patrol routing, report approval, and invoicing.

  • Assist the Mobile Manager in maintaining and scheduling mobile drivers for the South Island.

  • Configure and monitor incident reporting through TrackTik (NFC, barcodes, GPS, etc.), ensuring accurate and timely reporting.

  • Build custom reports and analytics dashboards in TrackTik to identify trends, monitor KPIs, and improve decision-making.

  • Automate payroll and billing processes within TrackTik, ensuring accurate and timely integration with finance.

  • Maintain and update client access to the TrackTik portal for real-time reporting and service visibility.

  • Manage user accounts, access permissions, and software configurations.

  • Proactively monitor TrackTik for errors or performance issues.
     

Training and Field Support

  • Provide training and guidance to Client Service Managers (CSMs) and field staff on TrackTik functionality.

  • Travel to sites to help configure patrol tours, take photos, and prepare post orders and joining instructions.

  • Support CSMs across Vancouver Island and the Yukon in system use, setup, and troubleshooting.

  • Configure and distribute site phones for guard use.

  • Approve mobile billing verification in TrackTik.

  • Update Home Watch and Alarm Response contracts as required.
     

Administration

  • Onboard new guards in both ISE and TrackTik, ensuring complete and accurate records.

  • Verify SOC Operators have correctly published monthly schedules and templates.

  • Maintain existing TrackTik sites, updating contracts, contacts, and details upon request from CSMs.

  • Conduct periodic audits of TrackTik patrol tours and sites to ensure accuracy.

  • Maintain the Detachment (DET) number list on Teams.

  • Track and monitor uniform inventory and training compliance for the region.


REQUIRED QUALIFICATIONS/EXPERIENCE

  • Valid BC Security Guard Licence (or willingness to obtain).

  • Class 5 Driver’s Licence with a clean driving record.

  • Strong understanding of security operations, procedures, and technologies; experience with TrackTik is a strong asset.

  • Excellent organizational skills with the ability to multi-task, prioritize, and meet deadlines.

  • Strong communication and interpersonal skills; able to train and support staff effectively.

  • Detail-oriented and proactive, with strong problem-solving and analytical abilities.

  • Ability to maintain confidentiality and demonstrate professionalism.

  • Proficient with Microsoft Office Suite (Word, Excel, Outlook, Teams) and CRM software.


BENEFITS AND PERKS

  • RRSP contributions by employer
  • Group-life Insurance & Long-term Disability
  • Extended Health & Dental coverage
  • BC Transit ProPass (15% off monthly bus pass)
  • National Bursary and Recognition programs
  • Training provided
  • Free uniform and dry-cleaning reimbursement
  • Safety boot reimbursement and PPE provided (as applicable)
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