Marketing and Communications Administrator

General Description:

We're looking for a skilled and energetic Marketing and Communications Administrator to join our administrative team. This position plays a dual role—handling internal and external communications/marketing efforts while supporting essential administrative and HR functions across the company.

Responsibilities/Duties:

Marketing & Communications (Primary Function – 60–70%)

• Coordinate and manage mass communications for 1,000+ employees using platforms like Constant Contact and Text-Em-All.
• Maintain and create content for social media platforms (primarily Instagram and Facebook), including scheduling, engagement, and campaign planning.
• Assist in content production: photography, graphics, promotional materials, and event recaps.
• Serve as a liaison between internal leadership and employees for communication strategies.
• Draft, design, and distribute internal and external announcements, and promotional content.
• Send mass communications and updates during large-scale events in the Houston market.
• Maintain SharePoint or other intranet-style platforms with relevant employee updates and resources.
• Support the use and maintenance of office phone systems.

Basic Administrative Support (30–40%)

• Hiring & Onboarding
• Assist with the onboarding process including I-9 verification, background checks, and paperwork collection.
• Coordinate licensing requirements for new hires per Texas DPS regulations.
• Employee & HR Support
• Field calls, texts, and emails from staff with inquiries related to HR, payroll, or scheduling.
• Provide support in maintaining employee files, records, and HR documents (digital and physical).
• Experience with ADP or similar HR management software preferred.
• Provide basic IT troubleshooting for staff and systems (connectivity, login issues, email, etc.).
• Familiarity with Texas Private Security Licensing compliance, including processes for DPS licensing, renewals, and affiliation.
• Scheduling & Event Support
• Assist with staff scheduling for events and coordinate logistics.
• Provide onsite support during high-volume event periods (may include evenings/weekends).
• Help produce and distribute content and communications before, during, and after events.
• Payroll & Timekeeping
• Assist with timecard collection, processing, and basic payroll troubleshooting.
• Ensure timely follow-up and resolution of employee payroll issues.
• Assist with the onboarding process including I-9 verification, background checks, and paperwork collection.
• Coordinate licensing requirements for new hires per Texas DPS regulations.
• Field calls, texts, and emails from staff with inquiries related to HR, payroll, or scheduling.
• Provide support in maintaining employee files, records, and HR documents (digital and physical).
• Experience with ADP or similar HR management software preferred.
• Provide basic IT troubleshooting for staff and systems (connectivity, login issues, email, etc.).
• Familiarity with Texas Private Security Licensing compliance, including processes for DPS licensing, renewals, and affiliation.
• Assist with staff scheduling for events and coordinate logistics.
• Provide onsite support during high-volume event periods (may include evenings/weekends).
• Help produce and distribute content and communications before, during, and after events.
• Assist with timecard collection, processing, and basic payroll troubleshooting.
• Ensure timely follow-up and resolution of employee payroll issues.

Qualifications

Minimum Qualifications:

The following are the minimum qualifications which an individual needs in order to successfully perform the duties and responsibilities of this position. Please note that the minimum qualifications may vary based upon the department size and/or geographic location.

Applicants must be flexible and available to work nights, weekends, and holidays upon request, as the nature of our business often involves unconventional hours and high-volume events. A willingness to adapt to varying schedules is essential for success in this role. 

Knowledge:

• High School Diploma required, Associate degree preferred or equivalent experience.
• Two years of experience including payroll, benefits and HR support functions.
• Knowledgeable with standard office machines (photocopy, scanner, telephone systems).
• Demonstrated knowledge of office management, employee relations, and working with payroll systems.
• Experience creating spreadsheets, composing correspondence, managing and updating databases, and creating presentations, reports and documents.

Skills/Abilities:

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Ability to provide basic IT troubleshooting for staff and systems (connectivity, login issues, email, etc.).
• Experience with scheduling/payroll systems, ID badge printing software, and background check platforms.
• Support the use and maintenance of office phone systems.
• Familiarity with Texas Private Security Licensing compliance, including processes for DPS licensing, renewals, and affiliation.
• Strong customer service orientation
• Ability to multi-task and work in high-stress environments
• Ability to learn new software systems and enter data quickly and accurately
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Ability to provide basic IT troubleshooting for staff and systems (connectivity, login issues, email, etc.).
• Experience with scheduling/payroll systems, ID badge printing software, and background check platforms.
• Support the use and maintenance of office phone systems.
• Familiarity with Texas Private Security Licensing compliance, including processes for DPS licensing, renewals, and affiliation.

Physical Demands:

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job.

Must be able to see, hear, speak and write clearly in order to communicate with employees and/or other customers. Manual dexterity required for occasional reaching and lifting of small objects, and operating office equipment. Must also be able to run office errands (must have a valid driver's license and clean MVR).

Work Environment:

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job within the environment.

The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate.

This description portrays in general terms the type and level(s) of work performed and is not intended to be all-inclusive, nor the specific duties of any one incumbent. Andy Frain Services reserves the right to modify, supplement, delete or augment the duties and responsibilities specified in the position description, in the Company's sole and absolute discretion. Duties other than those expressly specified may be assigned from time to time.