Portfolio Administrative Coordinator

Site Overview

This role directly supports operations across our dynamic Retail and Post-Secondary portfolios. You will work alongside Client Service Managers, site teams, and field personnel to ensure smooth daily administration, high safety standards, and effective communication across multiple locations.

What You'll Be Doing

As a Portfolio Coordinator, you will provide vital administrative, operational, and staff support across assigned client sites. Your core responsibilities include:

• Health & Safety: Process WorkSafe documentation (Form 7s, 6As, EIIRs), monitor incident trends, spot-check site safety inspections, and distribute OHS materials to site leadership.
• Compliance & Training: Track certifications, security licenses, and permits; register staff for required training; monitor lone worker systems and computer safety compliance.
• HR & Staff Support: Screen and interview job candidates, support onboarding and site transfers, process payroll-related tickets (vacation, sick days, discrepancies), and handle system password resets.
• Inventory & Equipment Management: Order uniforms, PPE, and site supplies; coordinate maintenance for radios, site vehicles, and gear; ensure equipment is returned following staff offboarding.
• Operational Support: Monitor patrol touring software (TrackTik) for operational gaps, assist with post order updates, and support shift scheduling adjustments when needed.
• Coaching & Performance: Address minor conduct and attendance concerns, maintain accurate coaching logs, assist with performance evaluations, and coordinate monthly employee recognition awards.
  
  

Must Haves

• At least 1 year of experience in an administrative, supervisory, or managerial role.
• Strong organizational, multitasking, and time-management skills with high attention to detail.
• Clear, professional written and verbal communication skills across phone, email, and Microsoft Teams.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, SharePoint).
• Ability to learn operational software platforms (such as WinTEAM, TrackTik, EHUB, and Perspective).
• Typing speed of 50–60 words per minute.
• Proven ability to handle confidential employee and operational data with discretion.
  
  

Nice-to-Haves

• Field experience in the security industry.
• Post-secondary education or coursework in Business Administration, Human Resources, Health and Safety, or a related field.
• A valid BC Driver's License.
  
  

What's In It For You?

Our management team is dedicated to your success. You will receive comprehensive training, ongoing coaching, and mentorship designed to build your operational expertise and open doors for long-term career growth within our organization.

Why Join Our Team?

Paladin Security: Great Place To Work Certified™ 2026 – Making the World a Safer and Friendlier Place because we CARE!

The Paladin Difference starts with our people; we're the best because we hire the best. We believe in promoting from within, respecting people and their differences, providing high quality service and always having fun! If you think you have what it takes to join our team, we want to meet you!

Paladin Security has a diverse workforce and we believe in and are committed to a workplace culture of respect, inclusion, and diversity. Paladin Security is committed to providing accommodations for people with disabilities through the interview process and while employed. If you require an accommodation during the interview process, please let us know and we will work with you to meet your needs.

Paladin Security uses AI-based tools as part of our recruitment process to assist with resume screening and candidate assessment. These tools do not make final hiring decisions. All applications are reviewed by a member of our hiring team. We regularly evaluate our systems to minimize bias and ensure compliance with applicable human rights and privacy legislation.

We thank all applicants for their interest; however, only those candidates that are short listed will be contacted for an interview.

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.