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Office Administrator
Veterans Covert Protection Group (VCPG)
Location: Pleasanton, CA
Job Type: Full-Time (Monday–Friday, 9:00 AM – 5:00 PM)
Compensation: $25/hour

About Us:
Veterans Covert Protection Group (VCPG) is a veteran-led security firm providing executive protection, corporate security, residential security, campus protection, and high-end event coverage throughout the San Francisco Bay Area. We serve high-level executives, corporations, private estates, schools, and exclusive events with professionalism and discretion.

Position Overview:
We are seeking a highly organized and dependable Office Coordinator who excels in communication, follows through consistently, and ensures tasks and projects are completed from start to finish. This role is critical to maintaining smooth daily operations and supporting multiple team members across the organization.

Key Responsibilities:

Administrative Support:

Answer incoming office calls and route them to the appropriate personnel.
Conduct professional intake for new client inquiries (gather details, log information, and flag priority).
Monitor the office email inbox and respond or route messages as needed.
Send and manage calendar invites based on verbally scheduled meetings.
Maintain organized records of client inquiries, contacts, and internal notes.
Provide general administrative support to the team.
Communicate clearly and professionally with internal team members and external contacts.
Proactively follow up on tasks, emails, and outstanding items to ensure completion.
Track, manage, and complete assigned projects with minimal supervision.
Track and provide reminders for key dates, meetings, and action items.

Operations & Scheduling:

Oversee employee scheduling and ensure accuracy.
Assist with schedule coordination as needed.
Support scheduling structure and operational planning.

Administrative & Organizational Support:

Manage administrative documentation and organization.
Restructure and maintain the company Google Drive for efficiency and accessibility.
Maintain organized filing systems (digital and physical).

Vendor & Office Coordination:

Coordinate with vendors and service providers (e.g., phone, internet, water, alarm, utilities) as directed.
Liaise with property management for any office-related issues.
Maintain and order office and kitchen supplies as needed.
Ensure the office remains operational, stocked, and presentable at all times.
Support office setup and ongoing operational needs.

Financial & Reporting Support:

Manage receipts and financial documentation.
Forward receipts to the bookkeeper and assist with invoicing processes.
Assist with basic invoicing support and document handling as directed.

Team & Office Support:

Provide reception and front-office support as needed.
Support leadership with administrative tasks and follow-up.
Assist with projects, operational tasks, and process improvements.

Qualifications:

Proven experience in an administrative or office support role.
Excellent written and verbal communication skills.
Strong follow-up skills with a track record of completing tasks and projects.
Highly organized with strong attention to detail.
Ability to prioritize, multitask, and meet deadlines.
Proficiency in Google Workspace.
Self-starter who takes ownership and works independently.

Benefits:

Paid 30-minute lunch.
40 hours (5 days) of paid sick leave annually.

Please note: No phone calls to the office. All inquiries must be submitted online.

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