Administrative Manager (87250)

Overview

Founded in 1973, Inter-Con Security Systems, Inc. is a leading US-owned security company that provides integrated security solutions to government, commercial, and international clients. Inter-Con remains under family ownership and control and is known for its commitment to operational excellence, customer service, and employee development.

Inter-Con is seeking a highly organized and operationally focused Administrative Manager (DAPM) to support our high-profile LA Metro contract. This expanded role combines traditional administrative management responsibilities with Designated Administrative Program Manager (DAPM) functions and serves as a critical leadership position supporting contract operations, workforce administration, client relations, reporting, scheduling, compliance, and business operations.

This is not a traditional administrative role. The Administrative Manager serves as a strategic operational partner to contract leadership and plays an essential role in ensuring continuity, efficiency, and excellence across all administrative and contract support functions.

Key Responsibilities

Program Administration & Contract Support

• Manage all administrative functions associated with the LA Metro contract.
• Maintain operational records, reports, documentation, and contract-related files.
• Ensure compliance with contractual requirements, company policies, and administrative procedures.
• Monitor contract deliverables, deadlines, and performance obligations.
• Support audits, inspections, corrective actions, and reporting requirements.
• Maintain accurate records and ensure documentation integrity across all administrative processes.

Client Relationship Management

• Serve as a primary administrative liaison for client-related matters.
• Develop and maintain positive working relationships with client stakeholders.
• Coordinate meetings, operational communications, and status updates.
• Track client requests and ensure timely follow-up and resolution.
• Support contract leadership in maintaining a high level of client satisfaction.

Workforce Administration & Staffing Support

• Coordinate personnel actions including onboarding, transfers, promotions, and workforce changes.
• Maintain employee rosters and organizational reporting structures.
• Monitor staffing levels and identify coverage requirements.
• Partner with recruiting teams to support hiring initiatives and workforce planning efforts.
• Assist with succession planning and staffing forecasts.

Scheduling & Resource Management

• Develop and maintain workforce schedules across the contract.
• Monitor staffing coverage and deployment requirements.
• Coordinate schedule adjustments based on operational needs.
• Ensure adequate staffing levels are maintained at all times.
• Support contingency planning efforts for staffing shortages and operational disruptions.

Reporting & Data Management

• Prepare operational reports, dashboards, and administrative summaries.
• Track workforce metrics, staffing data, and key contract performance indicators.
• Analyze trends and provide recommendations for process improvement.
• Maintain accurate scheduling, personnel, and operational records.
• Provide leadership with timely and actionable business intelligence.

Financial & Administrative Oversight

• Support billing reconciliation activities and administrative financial processes.
• Assist with labor tracking, invoice support, and cost monitoring.
• Ensure administrative documentation supports contractual billing requirements.
• Coordinate with Finance and Operations teams to meet reporting deadlines and requirements.

Training & Development Coordination

• Coordinate onboarding and orientation activities for new hires.
• Facilitate management training and administrative process training.
• Track completion of required compliance and operational training programs.
• Serve as a resource for administrative policies, procedures, and best practices.

Leadership & Cross-Functional Support

• Provide administrative and operational support to Project Managers and contract leadership.
• Coordinate activities across recruiting, operations, scheduling, administration, and client support functions.
• Support problem-resolution efforts and continuous process improvement initiatives.
• Assist multiple functional areas as business needs require.
• Maintain continuity of operations during staffing transitions and organizational changes.

Qualifications

Required Experience

• Bachelor's degree in Business Administration, Management, or a related field, or equivalent combination of education and experience.
• Minimum 5 years of experience in program administration, contract administration, operations management, or a related field.
• Experience managing workforce scheduling and staffing coordination activities.
• Experience working directly with clients, stakeholders, or contract partners.
• Experience preparing reports, managing data, and supporting operational performance initiatives.

Preferred Experience

• Experience supporting government, public sector, transportation, security, facilities, or large-scale service contracts.
• Multi-site operations experience.
• Experience supporting payroll, billing reconciliation, or contract financial administration.
• Experience managing large employee populations.
• Experience supporting executive leadership and client stakeholders simultaneously.

Knowledge, Skills & Abilities

• Strong organizational and project management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong analytical and problem-solving capabilities.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work independently while collaborating across departments.
• Advanced customer service and stakeholder management skills.
• Proficiency with Microsoft Office Suite and business reporting tools.
• Ability to maintain confidential and sensitive information.

Physical & Work Requirements

• Ability to work in an office and operational environment.
• Ability to sit, stand, walk, and use standard office equipment for extended periods.
• May require occasional travel within the contract's operational footprint.
• Ability to work flexible hours as needed to support operational requirements.

Pre-Employment Requirements

Successful candidates may be required to complete:

• Background investigation.
• Social media review.
• Drug screening (where applicable).
• Alcohol screening (where applicable).
• Any additional client or company-required screening processes.

Why Inter-Con?

At Inter-Con, our people are our greatest asset. We invest heavily in employee development, leadership training, and operational excellence. The selected candidate will receive comprehensive management onboarding and hands-on training from experienced operational and administrative leaders to ensure long-term success within the organization.

This role offers a unique opportunity to support one of Inter-Con's most visible contracts while serving as a key partner to contract leadership, field operations, and client stakeholders.

Inter-Con Security Systems, Inc. is an Equal Opportunity Employer - Disability/Veteran.