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Doyle Security Systems, Inc. is certified a Great Place to Work® (https://www.greatplacetowork.com/certified-company/1257839) for 2025. At Doyle Security Systems, we offer competitive pay, robust benefits, and the chance to make a real impact in your community.

About the Role:

Doyle Security Systems is seeking a highly organized and proactive Business Operations Administrator to support a variety of administrative, operational, and compliance-related functions from our Rochester headquarters. This full-time, on-site role is ideal for someone who thrives on keeping details in order, enjoys working cross-functionally, and plays a key behind-the-scenes role in supporting company efficiency and leadership. We’re looking for someone who is not o nly dep endable and detail-oriented, but also motivated to improve how things are done. If you enjoy identifying process gaps, suggesting improvements, and helping build smarter internal systems, you’ll thrive in this role.

Location & Hours:

+ This is a full-time, on-site position based in Rochester, NY

+ Standard business hours (Monday–Friday), with occasional flexibility for early or after-hours needs

Key Responsibilities:

Meeting & Administrative Support

+ Schedule and coordinate internal and executive meetings, including calendar management, agenda planning, and logistical support

+ Attend key meetings to take notes and support follow-up action tracking

+ Coordinate catering and hospitality for internal meetings and events

+ Track and process charitable contributions and donation requests

+ Maintain the corporate directory and manage business cards and nameplate orders for new hires

+ Supports Branch Administrator during month-end billing cycles

+ Track and monitor job tasks within ERP system to help maintain consistent billing throughout month

+ Reconcile monthly expenses for executive leadership

+ Maintain and reconcile the petty cash fund

+ Coordinate travel arrangements for staff and visitors as needed

+ Manage office supply ordering through approved vendor(s)

+ Greet visitors and serve as a point of contact for office guests and vendors as needed

+ Provide administrative support to the Executive Team for special projects and requests

+ Coordinate notary services or become a notary public (if not currently certified)

Licensing & Insurance

+ Process and track all incoming requests for Certificates of Insurance (COIs), Workers’ Compensation (C-105.1), and Disability (DB-120.1) forms

+ Communicate directly with insurance broker to fulfill and document requests

+ Track and renew business licenses, alarm permits, and contractor registrations across multiple jurisdictions

+ Maintain up-to-date physical and digital records of all licenses and permits

Fleet & Vehicle Program Support

+ Oversee the company vehicle program managing a fleet of 100+ vehicles, including driver assignments, insurance, registrations, inspections, and maintenance tracking

+ Coordinate gas cards, oil service cards, GPS systems, toll passes and other fleet-related tools

+ Coordinate vehicle-related incident reporting and facilitate insurance claims when needed

+ Maintain accurate vehicle records for invoices, audits, and renewals

+ Review and reconcile fleet-related invoices in partnership with Accounts Payable

Subcontractor & Compliance Oversight

+ Maintain complete subcontractor files, including W-9s, agreements, licenses, and COIs

+ Work with Accounts Payable to ensure vendors are properly set up and documented

+ Provide documentation and support for audits and regulatory requests

Qualifications:

+ 3+ years of experience in business operations, administration, or a similar support role

+ Associate’s degree or higher required; degree in business, operations, or a related field preferred

+ Excellent organizational and multitasking skills with strong attention to detail

+ High level of integrity and discretion with confidential information

+ Strong written and verbal communication skills

+ Comfortable using Microsoft Office, digital forms, spreadsheets, and vendor portals

+ Ability to work independently with minimal day-to-day direction and collaborate across departments

+ Notary Public certification (a plus), willingness to obtain, or able to facilitate notarization as needed

Physical Requirements:

+ Prolonged periods of sitting at a desk and working on a computer

+ Ability to occasionally lift and carry items weighing up to 15 pounds

Pay & Benefits:

Hourly Range: $21–$26 per hour + up to 10% annual bonus

Total Compensation Range: $43,000– $60,000 annually

Benefits:

+ Bonus pay

+ Medical, Dental, & Vision Coverage

+ Health Savings Account (HSA) & Flexible Spending Account (FSA) options

+ Paid time off & company paid holidays

+ Parental leave

+ 401(k) with match

+ Life insurance

+ Employee discount & referral bonus

+ Tuition reimbursement

+ Employee assistance program

+ Recognition & advancement opportunities

What's it like working at Doyle Security Systems?

www.godoyle.com/working-at-doyle

Doyle has been family owned and operated for more than 100 years and that kind of longevity wouldn’t be possible without One Doyle Team. One Doyle Team is more than just a group of colleagues. We’re a close-knit, supportive, energetic, loyal, and dedicated group of people who are excellent at what we do. We are experts in our solutions and we share our expertise with a smile. We work hard and we know how to have fun. We get the job done and we celebrate each other’s victories. We are quick to offer support and a helping hand.

Our purpose at Doyle is to make a difference in our community. We save lives and property and we believe that good people look out for one another. We want to be the security company that does more than any other to help people feel safe and secure. We strive to provide the highest level of customer service available.

In order to be successful, we believe in taking care of our own. We strive to make Doyle a great place to work, day in and day out. We’ve been voted one of the Best Companies to Work for in New York for four years in a row and for five of the six times we have applied. We want our One Doyle Team to be happy to come to work and for that to be reflected in the incredible customer service we provide.

At Doyle, the following core values are the foundation of everything we do:

+ Customer Care

+ One Doyle Team

+ Leading by Example

+ Continuous Improvement

+ Experts in our Solutions

To learn more about our mission, vision, and values, visit our website: https://bit.ly/DSSMissionValues

If this sounds like a team you would like to be part of, we can’t wait to hear from you!

Monday - Friday

8 hours per day excluding breaks