Security Administrative Coordinator Job at Allied Universal® (Menlo Park)

Job Description

Allied Universal® is hiring a Security Administrative Coordinator. The Security Administrative Coordinator will provide dedicated administrative and personnel security support for a high-profile customer. This role will support the Visitor, User and Employee Center, Badge Office, PIV/UPIV credentialing, personnel security processing, and foreign access tracking activities.

Job Responsibility

Support DOE PIV/UPIV credentialing activities, including applicant coordination, form collection, scheduling support, identity-proofing support, status tracking, follow-up communications, and coordination with Personnel Security, Badge Office staff, sponsors, applicants, and other stakeholders
Support USAccess-related credentialing workflow activities, including applicant enrollment coordination, appointment support, identity document verification support, card-related status tracking, and coordination with registrars, activators, sponsors, and Personnel Security
Support initiation and applicant follow-up for electronic background investigation questionnaires through NBIS, including SF-85 and/or SF-85P processes, as assigned
Assist applicants with general procedural guidance, track completion status, and coordinate with Personnel Security for review and transmission steps
Collect, review for completeness, and track required personnel security and credentialing forms, which may include the OF-306, DOE F 206, PIV-related applications, identity documentation, and other required forms or records
Support DOE personnel security and access authorization processes, including administrative coordination, applicant communication, form collection, data entry, record tracking, and coordination with the Personnel Security Manager and DOE processing partners
Support Visitor, User and Employee Center operations, Badge Office activities, personnel security processing, and foreign access tracking activities
Oversee the administration and execution of the corporate emergency access system, ensuring emergency access protocols are in place and regularly updated
Maintain Travel & Expense (T&E) spreadsheets for the Operations & Technology Team and support fleet operations, ensuring accurate reporting and efficient vehicle utilization
Prepare and distribute daily occupancy reports, providing key insights into space utilization
Manage package shipments, supply orders, client signature collection, and related administrative processing
Schedule and arrange logistics for meetings, travel, and special projects
Maintain inboxes, manage complex calendars, support event management, assist with budget tracking, coordinate meetings and agendas, maintain files, and prepare correspondence and presentations using Microsoft Word, Excel, PowerPoint, and Outlook

Requirements

High school diploma or equivalent
Minimum of one (1) year of experience in security, law enforcement, military, personnel security, credentialing, access control, badging, or another protective service-related field
Minimum of five (5) years of administrative experience in a professional office environment
Strong oral and written communication skills
Excellent customer service skills and the ability to communicate effectively with applicants, sponsors, staff, managers, and external processing partners
Ability to maintain a high degree of discretion and confidentiality when handling sensitive information
Strong computer skills, including proficiency with Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint
Strong organizational skills and attention to detail
Efficient time management skills and the ability to manage multiple priorities, deadlines, and tracking requirements
Ability to follow established procedures, maintain accurate records, and support compliance-driven administrative processes

Nice to have

Associate or bachelor’s degree in Business Administration, Criminal Justice, Security Management, or a related field
Experience with NBIS, USAccess, FACTS, PIV/UPIV processing, personnel security workflows, badge office operations, or other SLAC systems
Current or previous DOE security clearance, preferably a Q clearance
Current or previous SLAC experience
Experience supporting DOE personnel security, access authorization, credentialing, or badging processes
Excellent communication and interpersonal skills
Excellent organizational skills with strong attention to detail
Demonstrated ability to learn and support multiple business areas
Proficiency in office computer systems and software applications, including Microsoft Office, Outlook, Excel, and PowerPoint

What we offer

Medical, dental, vision, basic life, AD&D, and disability insurance
Enrollment in the company’s 401(k) plan, subject to eligibility requirements
Eight paid holidays annually, five sick days, and four personal days
Vacation time offered at an accrual rate of 3.08 hours biweekly

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