Administrative Specialist

Company Overview
Compliance Management Solutions is the leading nationwide provider of licensing and compliance services tailored for the Electronic Security Industry. We simplify compliance management by handling State and Local Licensing, Employee Registration, Continuing Education, and Subcontractor Compliance, offering comprehensive turnkey solutions as well as flexible a la carte options to meet diverse client needs.

Job Overview
The Administrative Specialist is a key member of our team, providing essential operational support while contributing to several core business functions. This role goes beyond traditional administrative duties and includes responsibility for managing our license renewal system, supporting trade shows and events, assisting with marketing initiatives, overseeing collections activity, auditing invoices and renewal data, and supporting new-hire onboarding.

This position is ideal for someone who thrives in a fast-paced environment, enjoys solving complex challenges, and is eager to grow within a supportive, people-focused organization.

Key Responsibilities

License & Compliance Support

• Maintain and manage the company’s license renewal system to ensure all renewals are tracked, accurate, and compliant.
• Conduct monthly audits of renewal databases to ensure consistency and accuracy.

Event & Trade Show Coordination

• Assist with planning, organizing, and executing trade shows, conferences, and company events.
• Support logistics, materials preparation, registration, and on-site coordination as needed.

Marketing Assistance

• Support marketing initiatives by updating databases, preparing promotional materials, and assisting with campaign activities.
• Provide support within HubSpot (experience preferred but not required).

Collections & Financial Support

• Monitor accounts receivable and assist with collections efforts, ensuring timely follow-up on outstanding invoices.
• Perform monthly invoice audits to maintain accuracy and financial integrity.

General Office Administration

• Manage daily office operations, including mail, FedEx shipments, office supply inventory, and check printing.
• Maintain a clean, organized, and professional office environment.
• Provide administrative support to senior management, including special projects and ad hoc tasks.

Operational Excellence

• Prioritize and manage multiple responsibilities in a fast-paced environment while maintaining strong attention to detail.
• Identify opportunities to streamline processes and improve administrative efficiency.

Experience

• Minimum of one (1) year of office experience with demonstrated growth and increasing responsibilities.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook).
• Excellent verbal and written communication skills.
• Exceptional attention to detail and strong organizational skills.
• Analytical thinker with strong problem-solving abilities.
• Self-starter with a sense of urgency and the ability to learn quickly.
• Professional, reliable, and dependable with a positive attitude.
• Strong team player who can effectively prioritize tasks and manage competing deadlines.
• Experience with event support or HubSpot is a plus.

Why Join Us?

This role offers the opportunity to expand your skills, take on meaningful responsibilities, and grow within a company that values your development and well-being. If you’re ready to take the next step in your career and contribute to a collaborative, mission-driven team, we encourage you to apply.

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Experience:

• Office/Administrative : 1 year (Required)

Work Location: In person