Operations Administrator (Part-Time)
Reports to: Business Operations Manager
Location: KSS Head Office, Hamilton Centre, Chelmsford (office-based)
Hours: 20 hours per week. Preferred pattern: 09:30 to 14:30 over 4 days (Monday-Friday). An alternative pattern of three longer days, arranged to complement the Business Operations Manager's working days, will be considered. Occasional flexibility appreciated during holiday cover periods.
Salary: £28,000 to £33,000 per annum, pro rata for 0.5 FTE, depending on experience
Annual Leave: 5.6 weeks per year (inclusive of bank holidays), pro rata for 0.5 FTE.
Contract: Permanent, part-time, subject to a six-month probationary period.
Candidates must have the right to work in the UK.
About KSS
King Safety and Security (KSS) is a boutique protective security firm established in 2014, headquartered in Chelmsford and operating internationally, including through our Canadian subsidiary. We deliver protective services, secure spaces, organisational resilience, and intelligence services to private clients, family offices, and corporate organisations. We are a small, close-knit team with high standards, and discretion sits at the heart of everything we do.
Purpose of the role
This role underpins the day-to-day running of the business. Working under the direction of the Business Operations Manager, you will take ownership of routine operational administration and provide continuity of cover during the periods each week, and during holidays, when the Business Operations Manager is not working. The business is growing, and this role has been created to build capacity ahead of that growth; you will be trained during a steadier period so that you are fully up to speed when activity increases.
Key responsibilities
Finance administration
- Raise and issue client invoices in Xero for UK and Canadian entities, including end-of-month invoice runs
- Monitor payments against due dates, chase overdue invoices, and keep the payments and terms of business tracker up to date
- Check and process monthly invoices submitted by our operatives, chasing missing or incorrect submissions
- Support the preparation of international payments and liaise with our external accountants as required
Contracts and compliance
- Prepare and issue Terms of Business and operative contracts through our e-signature platform, and track them to completion
- Administer pre-employment and vetting checks, including DBS applications and SIA licence verification
- Monitor licence, insurance, and certification expiry dates across our operative pool and flag renewals in good time
- Support onboarding of operatives, subcontractors, and international partners, including collection of compliance documentation
- General HR administration, including responding to candidate enquiries and maintaining personnel records
Executive and office support
- Diary management for the Founder: arranging, confirming, and rearranging calls and meetings, including with Canadian and international contacts across time zones
- Liaison with external suppliers and advisors, including our website contractor, insurance broker, and accountants
- Formatting, branding, and issuing client-facing documents and reports to KSS standards
- Maintaining organised filing in Google Drive and keeping task tracking up to date in Asana
- General office administration as directed by the Business Operations Manager
Person specification
Essential
- At least two years' experience in office, accounts, or operations administration
- High attention to detail, particularly with figures, dates, and document accuracy
- Able to work independently and exercise sound judgement during periods when the Business Operations Manager is not available
- Confident written communication; comfortable corresponding professionally with clients, contractors, and partners
- Absolute discretion. Our work involves confidential client information, and the successful candidate must be willing to undergo security screening (including a DBS check) and sign a confidentiality agreement
- Competent with standard office software and quick to learn new systems
Desirable
- Experience with Xero or similar accounting software
- Familiarity with Google Workspace, Asana, and e-signature platforms such as DocuSign
- Comfortable using AI tools to work efficiently
- Experience in security, professional services, or another confidentiality-sensitive sector
What we offer
- A stable, family-friendly working pattern designed around school hours
- Genuine variety: finance, compliance, client, and executive support work within one role
- Training and development, with scope for the role to grow as the business does
- A small, supportive team where your work is visible and valued
How to apply
Please send a CV and a short covering note to [email protected]. Applications will be reviewed as they arrive.
Pay: £28,000.00-£33,000.00 per year
Benefits:
- Free parking
- On-site parking
Ability to commute/relocate:
- Chelmsford CM1 3BY: reliably commute or plan to relocate before starting work (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
